Administrative Assistant (Construction Administration)

Our Construction Administration (CA) team is busy!

Moseley is hiring for a Construction Contract Administration Assistant in our Fairfax, VA office.

This role requires a well-organized, “can-do” multi-tasker with strong administrative and computer skills. Will extensively use Procore and Microsoft Office while supporting our CA team and projects. You’ll be regularly involved in construction phase services including project documentation, project file setup, proposal preparation, project & cost data entry, change orders, RFIs and submittals.

Candidates for consideration must complete the application process through our website. To apply, please submit your cover letter & targeted résumé online: https://www.moseleydesigns.com/careers#current-openings.

Moseley provides competitive salaries and a comprehensive benefits package for all full-time employees, including:

• Employer-paid Health Insurance with HRA (Health Reimbursement Arrangement); Basic life Insurance; Parental Leave; Holidays & Annual/Sick/Personal day Leave; Short-term and Long-term Disability Insurance
• 401(k) with employer match
• Dental, Vision and Pet Insurance
• Health FSA and Dependent Care FSA
• Telemedicine Services, EAP & Wellness Programs
• Payments for Qualifying Professional Licenses & Dues
• Hybrid Work Model (following introductory period)

Qualifications:

• High School Diploma required
• 2 years’ administrative experience, previous Architecture or Construction office experience preferred

Responsibilities:

• Keep project documentation moving for Construction Contract Administrators who are out of the office for an extended period of time due to project requirements
• Handle department administrative needs, including but not limited to distribution of mail, faxes, maintaining file storage at project completion, transcript meeting minutes and architectural and engineering site visit reports
• Create construction phase files for projects, including setting up new projects with a basic set of files and all additional files needed thereafter
• Assist Client Services by supplying the information required for preparation of proposals as requested
• Enter submittal registers and contract data into construction management database at the start of the construction phase
• Process applications for payment after approval by Construction Contract Administrator
• Enter CSI cost data into database
• Maintain and organize submittal “samples” for each project with appropriate identification labeling
• Create Change Orders when requested, including assembling PCO backup information from files, copying and organizing them into the Change Order package
• Log RFIs, PCOs, and Submittals into construction management database and manage the transmittal to appropriate parties for review and response
• Additional responsibilities as assigned

Required Skills:

• Capable of working in a collaborative team environment to meet specific deadlines
• Strong ability to communicate clearly, both verbally and in writing
• Highly organized with strong attention to detail

Software Proficiencies:

• Microsoft Office Suite required
• Procore experience preferred
• Ability to navigate/utilize Construction Management Software programs such as SharePoint, PlanGrid, and Converge preferred

About the Firm: Founded in 1969, Moseley is an interdisciplinary design practice focused on the bedrock institutions and gathering places of communities across the United States. Offering architecture, engineering, interior design and planning services, Moseley transforms communities by creating safe, sustainable and engaging gathering places that instill pride and elevate daily life.

According to our 2025 workplace survey, 96% of employees believe that their work serves a valuable purpose for our firm; 94% believe Moseley respects and values their time with family and friends, away from work; 98% are proud to work at Moseley, and 95% would recommend the firm to friends for employment.

Moseley is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, age, gender identity, national origin, disability or veteran status. For more information about your EEO rights as an applicant under the law please view “EEO is the Law Poster”, “Pay Transparency Notice”, and “Supplement”.

If you are a qualified individual with a disability, or a disabled veteran, you have the right to request an accommodation if you are unable, or limited in your ability, to use or access our online application system. To request accommodation, please contact Human Resources at 804.794.7555

Moseley maintains a drug free workplace.