Construction Administrative Assistant

Job Summary

The Administrative Assistant provides administrative and operational support for federal construction projects. This position supports project leadership, field staff, and corporate personnel by ensuring accurate documentation, organized recordkeeping, meeting coordination, and compliance with federal contract requirements. The role is critical to maintaining efficient project operations, timely communication, and properly maintained contract documentation. This position is on-site at various project locations throughout the United States. Compensation will be commensurate with experience.

*Site locations may be San Antonio, El Paso or other location in Texas.

Roles and Responsibilities

• Provide day-to-day administrative support to the Project Manager and project team
• Manage correspondence, phone calls, and email communications
• Prepare and format letters, reports, and project documentation
• Maintain organized electronic and hard-copy project files
• Order and manage office supplies and equipment
• Maintain contract files including submittals, RFIs, meeting minutes, modifications, and inspection reports
• Track document revisions and ensure proper version control
• Distribute documentation to appropriate stakeholders
• Support audit readiness by maintaining organized and accessible records
• Schedule and coordinate project meetings
• Prepare meeting agendas and record meeting minutes
• Distribute meeting summaries and track action items
• Assist with preparation of project status reports
• Assist with onboarding documentation for project personnel
• Maintain site access documentation and visitor logs as required
• Support preparation of progress reports and project deliverables
• Coordinate travel arrangements and expense documentation as needed
• Ensure documentation is maintained in accordance with federal contract requirements
• Support timely submission of required reports and documentation
• Maintain confidentiality of contract, financial, and personnel information
• Serve as a liaison between field staff and corporate administrative personnel
• Perform other related duties as assigned

Qualifications and Education Requirements 

• High school diploma or equivalent required; Associate’s degree in Business Administration preferred
• Minimum three (3) years of administrative experience, preferably in construction or federal contracting environments
• Experience supporting federal construction projects preferred
• Experience working in a project site office environment preferred

Required Skills and Abilities 

• Proficiency in Microsoft Office Suite including Word, Excel, Outlook, and Teams
• Strong organizational and document management skills
• Excellent written and verbal communication skills
• Superior attention to detail
• Ability to work in a fast-paced environment while managing multiple tasks and deadlines
• Demonstrated objective problem-solving and decision-making skills
• Strong interpersonal skills
• Experience with document management systems such as Procore, RMS, or SharePoint preferred
• Understanding of construction terminology and processes preferred
• Experience working within multi-tier contractor environments preferred

Physical Requirements 

• Office setting within a federal construction project site office
• Coordination with on-site construction management staff
• Work performed on active federal construction sites including secure facilities and high-risk construction areas and may require compliance with base access protocols and security clearances
• Intermittent sitting, standing, and walking with occasional bending, reaching, and lifting
• Exposure to weather conditions including heat, cold, noise, dust, dirt, chemicals, and moving machinery typical of an active construction site

Additional Notes 

• Additional incentives may also include per diem, a relocation bonus, and paid lodging. 
• Place of support: On-Site/ Various locations Across the United States 
• High-volume construction operations with accelerated project timelines
• We maintain a drug-free workplace 

*The OutFit is a small business that specializes in Project Management and Quality Assurance for DOD Medical Treatment Facilities. We have numerous team contracts to perform services to the US Army Corps of Engineers. We have performed services all over the US at various Medical Treatment Facilities.

*All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual preference, gender identity or national origin.