What are the responsibilities and job description for the Administrative Assistant position at Hemmingson Construction, Inc?
Who We Are
Hemmingson Construction is a family-owned commercial general contractor that’s been operating in Portland for nearly 30 years. We focus on tenant improvements and building out commercial spaces. We aren't a massive corporate firm; we are a tight-knit team that values reliability, clear communication, and getting the job done right. We need someone in the front office who can keep the gears turning while our project managers are out in the field.
The Role
We are looking for a sharp, organized Administrative Assistant to handle the day-to-day office operations. This isn't just about answering phones—you will be the backbone of our project documentation. You’ll be handling everything from processing subcontracts to making sure insurance certificates are up to date. If you’re someone who notices the small details and likes staying busy with a variety of tasks, you’ll fit right in here.
What You’ll Be Doing
- Helping set up new jobs in our system, organizing project folders, and distributing plans to subcontractors.
- Managing the flow of RFIs, submittals, and change orders between the field and the office.
- Tracking lien waivers and making sure every sub on-site has an active COI (Certificate of Insurance) and CCB license.
- Handling the mail, ordering office and job site supplies, and keeping our filing system (both digital and paper) organized.
- Being the first point of contact for clients and vendors. You’ll be relaying messages to our PMs and Superintendents to make sure nothing falls through the cracks.
- Basic data entry for invoices and matching them up with purchase orders.
What We’re Looking For
- Ideally, you’ve worked in a construction or trade office before. You should know what a "lien waiver" is and understand the basic flow of a construction project.
- You need to be comfortable with Microsoft Excel and Word. If you’ve used Procore or Sage, that’s a huge plus.
- We start early in this industry. We need someone who is punctual and ready to go at the start of the workday.
- Things change fast on a job site. We need someone who can think on their feet and figure out a solution without needing a manual for every task.
- You should be able to write a professional email and talk to everyone from a property owner to a plumber with ease.
Pay: $25.00 - $29.00 per hour
Work Location: In person
Salary : $25 - $29