Construction Administrative Assistant

Overview

We are seeking a proactive and detail-oriented Construction Administrative Assistant to join our dynamic team. In this vital role, you will serve as the backbone of our construction office, ensuring smooth daily operations and seamless communication between project teams, clients, vendors, and internal staff. Your energetic approach and organizational skills will help keep projects on track while providing exceptional support to all stakeholders. This paid position offers an exciting opportunity to develop your administrative expertise within the construction industry.

Duties

• Handle all incoming correspondence, emails, and inquiries promptly, ensuring clear communication flow.
• Maintain accurate records through data entry, filing, and document proofreading to support project documentation and administrative needs.
• Utilize Microsoft Office Suite and Google Workspace tools for report creation, scheduling, and document management.
• Assist with bookkeeping tasks such as invoicing, expense tracking, and QuickBooks data entry to support office financial operations.
• Support client communication efforts by preparing reports, correspondence, and supporting materials with attention to detail and confidentiality.
• Handle confidential information with discretion while maintaining high standards of accuracy in clerical tasks.
• Coordinate office supplies inventory and manage office management duties to ensure a well-organized workspace.
• Provide personal assistant support to project managers or senior staff as needed, including scheduling and document organization.
• Insurance & Compliance-
• Collect insurance certificates (COIs) from subcontractors.
• Verify coverage limits match project requirements.
• Maintain digital records for annual worker's comp audits.
• Prepare general liability audit documentation.
• Bilingual abilities are a plus for effective client communication in diverse environments
• Permits & Municipalities-
• Submit permit applications to local building departments.
• Track approval progress across Jacksonville and surrounding counties.
• Coordinate paperwork for required field inspections.
• Resolve documentation issues directly with city officials.
• Strong data entry skills combined with proofreading capabilities to ensure error-free documentation.
• Previous clerical or administrative experience in a construction or related industry is highly desirable.
• Exceptional customer service skills with a friendly yet professional demeanor.
• Ability to handle confidential information responsibly while maintaining strict confidentiality standards.
• Effective time management skills to prioritize tasks in a fast-paced environment. Join us as a Construction Administrative Assistant where your energy, organization, and dedication will contribute directly to the success of our projects!

• Qualifications
• Proven office experience with strong organizational skills and attention to detail.
• Proficiency in Microsoft Office (Word, Excel, Outlook), Google Workspace, and computer literacy is essential.
• Experience with QuickBooks or similar bookkeeping software is preferred.
• Excellent phone etiquette skills with the ability to manage multi-line phone systems efficiently.

Pay: $22.00 - $30.00 per hour

Work Location: In person

Salary : $22 - $30