Executive AssistantAdministrative Assistant

The Administrative Assistant / Document Control Specialist is responsible for managing project documentation, maintaining company records, supporting office administration, and ensuring the accurate distribution and storage of project-related information. This position serves as a key resource for maintaining organized and compliant project files while supporting internal staff and external project partners.

Essential Duties and Responsibilities

Document Control

• Establish and maintain project files in company systems, including Procore.
• Organize, track, distribute, and archive project documents.
• Manage incoming and outgoing project correspondence.
• Maintain document logs for RFIs, submittals, change orders, contracts, and closeout documents.
• Ensure project documentation is current, accurate, and properly filed.
• Coordinate document distribution to project teams, clients, subcontractors, and consultants.
• Assist with project closeout documentation and record retention requirements.

Administrative Support

• Answer and direct incoming phone calls and emails.
• Prepare correspondence, reports, forms, and meeting minutes.
• Schedule meetings and maintain company calendars.
• Assist with preparation of proposals, bid packages, and qualification documents.
• Support onboarding and administrative needs for project teams.
• Maintain office filing systems and company records.
• Order office supplies and coordinate office administrative activities.
• Assist leadership with special projects and administrative assignments.

Compliance & Reporting

• Track subcontractor insurance certificates and compliance documentation.
• Maintain vendor and subcontractor records.
• Assist with collecting and organizing project-related compliance documentation.
• Support monthly reporting and data entry activities.

Qualifications

• High School Diploma or GED required; Associate's Degree preferred.
• Minimum of 2 years of administrative, document control, or office support experience.
• Construction industry experience preferred but not required.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Experience with Procore or similar document management software preferred.
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines.
• High attention to detail and accuracy.

Preferred Skills

• Knowledge of construction documentation and project workflows, preferred but not required.
• Experience maintaining electronic document management systems.
• Ability to work independently and collaboratively within a team environment.