Administrative Assistant / Project Assistant

Position Overview:

We are seeking a vibrant, energetic, and welcoming individual to join our team as an Administrative Assistant / Project Assistant. This role supports both office and field operations to ensure that projects run efficiently from start to finish. The ideal candidate will bring strong communication and organizational skills, a positive attitude, and the ability to multitask while maintaining attention to detail. You’ll collaborate closely with project managers, superintendents, and accounting staff, assisting with documentation, communication, and project close-out tasks.

Key Responsibilities:

• Provide administrative support to project managers, field personnel, and accounting staff.
• Answer and route phone calls; take messages and greet visitors in a professional manner.
• Copy, scan, and print plans and documents for staff.
• Prepare folders, binders, and meeting packets for project teams.
• Open, sort, and distribute incoming mail; manage outgoing and overnight shipments.
• Order and occasionally pick up office supplies or meals as needed.
• Maintain an organized, clean, and welcoming office environment — including tidying the break room and watering indoor plants.
• Maintain organized project files in Dropbox and other digital platforms.
• Prepare, track, and maintain project documentation including submittals, RFIs, change orders, and meeting minutes.
• Assist with contract administration, including preparing subcontract agreements and purchase orders.
• Review project specifications to identify required items and coordinate with subcontractors and suppliers to ensure timely delivery and installation.
• Generate and compile project closeout documentation (warranties, as-builts, operation manuals, etc.), ensuring all materials are organized and delivered to clients in a standardized format.
• Communicate with subcontractors and vendors to follow up on outstanding work or required documents.
• Support accounting processes such as invoice tracking, timesheet collection, and expense reporting.
• Conduct occasional jobsite visits to take photos or assist with video-recording owner training sessions.
• Perform other duties as needed to support overall project and office operations. 

Qualifications:

• 2 years of administrative experience (construction industry preferred).
• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and Dropbox for file management.
• Strong organizational skills with excellent attention to detail.
• Effective written and verbal communication skills.
• Proven ability to manage multiple priorities in a fast-paced environment.
• Friendly, dependable, and professional demeanor with strong customer service skills.
• Proactive and solution-oriented approach to problem-solving. 

Preferred Skills:

• Experience assisting with project close-out procedures.
• Familiarity with project management software such as Procore or PlanGrid.
• Knowledge of construction terminology, specifications, and document control processes.

Schedule & Compensation

• Work Hours: Monday–Friday, 8:00 AM – 5:00 PM (occasional overtime may be required based on project deadlines).
• Salary Range: $35,000 – $50,000 (depending on experience).