Administration Assistant-Construction

Administrative Assistant (Construction) – Bilingual Required
Position Summary
We are seeking a highly organized and detail-oriented Administrative Assistant to support our Lead Office Administrator in a fast-paced construction environment. This role requires strong multitasking abilities, excellent communication skills, and the ability to manage a high volume of administrative tasks across multiple departments.

The ideal candidate will have prior construction industry experience and be bilingual (English/Spanish) to effectively support both field and office teams.
Key Responsibilities
Administrative & Operational Support
- Assist with daily administrative operations and support the Lead Office Administrator
- Maintain and update internal tracking systems, logs, and schedules
- Provide general customer service support and respond to inquiries

Project & Field Coordination
- Support job set-ups, job lists, and project documentation
- Assist with JPCNs, WO books issuance, and WO processing to builders
- Maintain foremen folders and job-related documentation
- Coordinate hotel reservations and logistics for field staff

Safety & Compliance
- Help coordinate job safety inspections and meetings
- Maintain first aid checks and safety documentation
- Support hanging evaluations and quality walks
- Assist with injury reporting and documentation

Procurement & Inventory
- Assist with ordering supplies and tracking inventory
- Support KOJO requisitions (backup to Projects & Estimating)
- Manage Supply Pro daily orders and future planning
- Maintain stock evaluations and stocking calendars
- Track Tape Tech tools and equipment

Fleet & Equipment Management
- Update and maintain driver/vehicle records, checklists, maintenance logs, and truck schedules
- Distribute vehicle lists as needed

Accounting Support (AP/AR)
- Input AP invoices, process ACH and credit card payments, and handle vendor inquiries
- Support AR tasks as needed
- Provide payroll backup support including timecard gathering and entry

Additional Duties
- Manage recycle receipts and builder submissions
- Assist with CDWs and internal documentation tracking
- Perform other administrative tasks as assigned
Qualifications
- Bilingual (English/Spanish) required
- 2 years of administrative experience in the construction industry preferred
- Strong understanding of construction processes and jobsite operations
- Experience with AP/AR and payroll support is a plus
- Proficient in Microsoft Office; experience with construction software preferred
- Strong organizational, time management, and multitasking skills
- Excellent attention to detail and communication skills
Key Attributes
- Proactive and solution-oriented
- High level of accountability and follow-through
- Ability to work in a fast-paced environment
- Team player with a positive attitude