Construction Office Administrative Assistant

Construction Office Administrative Assistant

Position Summary

The Construction Office Administrative Assistant provides administrative and clerical support to ensure the efficient operation of the office and construction projects. This position serves as a key communication link between vendors, subcontractors, field personnel, Project Managers/Estimators, and company leadership while maintaining project documentation, supporting daily office operations, and ensuring exceptional customer service.

Essential Duties and Responsibilities

• Answer and direct incoming telephone calls and greet visitors in a professional, friendly, and courteous manner.
• Provide outstanding customer service to clients, vendors, subcontractors, and team members.
• Prepare, proofread, and distribute correspondence, reports, proposals, contracts, and other business documents.
• Maintain organized electronic and hard-copy filing systems for company and project records.
• Set up new construction projects, including creating electronic and physical job files, completing standard project forms, and organizing project documentation.
• Prepare subcontract agreements and monitor the return of all required documentation.
• Track contracts, purchase orders, change orders, certificates of insurance, and other project-related documents.
• Process invoices and purchase orders while carefully reviewing vendor billing for accuracy and resolving discrepancies.
• Schedule meetings, appointments, and other business activities for management and project staff.
• Monitor office supply inventory and coordinate purchasing as needed.
• Maintain employee records, including insurance information, drug testing documentation, and fuel/gas card records.
• Assist with payroll preparation, employee timecard collection, and related administrative functions.
• Create, maintain, and update reports using Microsoft Excel and other Microsoft Office applications.
• Support management with special projects and other administrative responsibilities.
• Maintain strict confidentiality of company, employee, customer, and project information.
• Perform other duties as assigned.

Qualifications

• Minimum of two (2) years of administrative experience required; construction industry experience strongly preferred.
• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Ability to prioritize multiple responsibilities while supporting four Project Managers/Estimators in a fast-paced environment.
• Exceptional attention to detail with a high degree of accuracy.
• Professional attitude with outstanding customer service skills.
• Ability to work independently while contributing effectively as part of a team.

Required Skills

• Advanced proficiency with Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).
• Strong Microsoft Excel skills, including creating and maintaining spreadsheets using formulas and functions.
• Proficiency with Adobe Acrobat, including editing PDFs and creating fillable forms and document packages.
• Knowledge of construction terminology, contracts, and project documentation.
• Experience with electronic and paper document management systems.
• Strong data entry skills with exceptional accuracy.
• Filing and records management.
• Scheduling and calendar management.
• Basic accounting and bookkeeping knowledge.
• Strong analytical, organizational, and problem-solving abilities.
• Excellent ability to prioritize competing deadlines in a busy office environment.
• Professional telephone etiquette and interpersonal communication skills.

Physical Requirements

• Ability to remain seated and work at a computer for extended periods.
• Ability to climb one flight of stairs.
• Occasionally lift and carry up to 25 pounds.
• Ability to bend, stoop, and reach to retrieve files and office supplies.

Work Environment

This position is performed in a professional office environment that supports active construction operations. The role requires frequent interaction with company leadership, Project Managers, field personnel, vendors, subcontractors, and customers. Success in this position requires excellent organizational skills, sound judgment, adaptability, and the ability to manage multiple priorities while maintaining professionalism, confidentiality, and accuracy.

What Success Looks Like

The ideal candidate is dependable, highly organized, and thrives in a fast-paced construction environment. They take initiative, communicate effectively, anticipate project needs, and consistently produce accurate work while providing exceptional support to both the office and field teams.

Compensation and Benefits

• Annual Salary: $47,840 to $52,000 (D.O.E.)
• Medical, dental, vision, coverages after 60 days employment.
• AFLAC policies after 60 days employment.
• 401(k) with employer match after one (1) year employment.
• Holiday pay after 60 days
• Paid time off – 1 week (40 hours) after first year, 2 weeks (80 hours) after 2 years.

Office Hours:

• Mon-Thurs 8:00 am to 4:30 pm
• Friday 8:00 am to 3:30 pm

Pay: $47,840.00 - $52,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Application Question(s):

• Please explain all breaks in employment - Mandatory question
• Required: Minimum of two years recent administrative experience in the construction industry. This is not a training position, this is a requirement for this position.

Work Location: In person

Salary : $47,840 - $52,000