Administrative Assistant - Construction

Administrative Assistant – Construction

Location: Mahwah, NJ
Position Type: Full-Time, Temp-to-Hire
Salary: $50k - $60k annually (Based on experience)

About the Role
PrideStaff is seeking a sharp, proactive, and detail-oriented Administrative Assistant to join a fast-paced construction company in Mahwah, NJ. This role is essential to keeping daily operations running smoothly across active job sites and office management.

Key Responsibilities

• Invoicing & PO Management: Process vendor invoices, purchase orders (POs), and work orders with high accuracy.
• Document Management & Compliance: Organize, archive, and manage high volumes of physical and digital job files, including permits, subcontractor insurance certificates (COIs), and compliance documentation.
• Central Coordination: Serve as a primary point of contact for internal project teams, field staff, subcontractors, and vendors.
• Scheduling & Tracking: Coordinate calendars and schedules for active job sites, maintenance tasks, and project timelines.
• General Administrative Support: Draft professional correspondence, manage email communications, prepare project reports, and handle day-to-day office administrative tasks.

Qualifications & Requirements

• Software Proficiency:
• • Required: Strong proficiency in Microsoft Office Suite (Excel, Word, Outlook).
  • Preferred / Plus: Hands-on experience with QuickBooks and/or AppFolio (or similar accounting/property management software).
• Industry Experience & Education:
• • Prior administrative experience in a construction environment is preferred, but not mandatory.
  • Open to recent college graduates with a degree in Construction Management seeking entry into the construction industry.
• Core Competencies:
• • Proactive mindset: Ability to anticipate administrative bottlenecks and resolve issues before they escalate.
  • Exceptional organizational and document-tracking skills.
  • Strong written and verbal communication skills.
  • Ability to prioritize multiple moving parts in a dynamic, high-energy environment.

PrideStaff is a national staffing service founded in 1978 with over 80 locations nationwide. We are currently expanding with a new office in East Hanover and are looking for individuals to share our mission: Consistently provide client experiences focused on what they value most. Professionals who are client service driven, goal orientated, organized and have an internal drive for success possess the qualities to be successful with PrideStaff. Additionally:

• Clients and candidates consistently rate PrideStaff among the top recruiting firms within the staffing industry based on Net Promoter Score (NPS) data
• PrideStaff provides comprehensive training to Staffing Consultants on our proven sales, recruiting and staffing processes
• We help our Staffing Consultants succeed with leading edge recruiting technology and performance improvement programs
• We offer one of the most unique and competitive compensation plans in the Staffing and Recruiting industry