Construction Administrative Assistant

Construction Administrative Assistant

(QuickBooks Required)

Position Summary

The Construction Administrative Assistant supports daily office operations, project coordination, and financial documentation for a construction company. This role requires strong organizational skills, excellent communication, and proven experience using QuickBooks for invoicing, job costing, and vendor management. The assistant ensures accurate recordkeeping, smooth workflow, and timely support for project managers, field teams, and clients.

Key Responsibilities

• Office Administration — Maintain organized project files, manage correspondence, prepare reports, and support daily office operations.
• QuickBooks Management — Enter invoices, code expenses, reconcile accounts, track job costs, and maintain accurate financial records.
• Project Coordination — Assist with scheduling, tracking project milestones, preparing purchase orders, and coordinating communication between field crews, subcontractors, and vendors.
• Document Control — Manage contracts, permits, compliance documents, change orders, RFIs, and submittals.
• Vendor & Client Support — Serve as a professional point of contact, provide updates, resolve minor issues, and ensure timely delivery of information.
• Procurement Assistance — Obtain quotes, prepare purchase orders, track deliveries, and support material coordination.
• Scheduling & Communication — Manage calendars, schedule meetings, coordinate site visits, and maintain clear communication across teams.

Qualifications

• 1–3 years of administrative experience; construction industry preferred.
• Proficiency in QuickBooks is required.
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Familiarity with construction terminology and documentation.

Snelling Staffing has been serving the state of Texas and its surrounding areas for over 50 years.
Our company is dedicated to matching qualified candidates with excellent career opportunities in efforts to continually build our local business community and economy.