Job Description: Administrative Assistant
Department:
Project Administration / Finance
Reports To:
Director of Operations
Job Summary:
The Administrative Assistant supports project teams by ensuring full compliance with labor reporting requirements and accurate tracking of job costs. This role is responsible for collecting, verifying, and submitting certified payroll reports, maintaining documentation for prevailing wage and apprenticeship compliance, and assisting in the allocation and reporting of job costs across projects.
Key Responsibilities:
- Collect and record subcontractor certified payroll reports (CPRs) for completeness and timely submission.
- Verify wage classifications, fringe benefits, apprentice ratios, and DIR registration
- Assist with gathering labor, material, equipment, and subcontractor costs to the correct job cost categories.
- Gather timecards and ensure accurate cost allocation to proper project,
- Assist in data entry of receipts and maintain Project spreadsheet for weekly reporting.
- Maintain cost records in coordination with the project manager and accounting team.
Administrative Support:
- Maintain organized electronic and physical files for compliance and cost tracking.
- Support subcontractor onboarding with required compliance documents.
- Prepare reports, logs, and summaries as requested by project or compliance managers.
Qualifications:
- High school diploma or equivalent required; Experience with Construction industry and basic field related terminology.
- Experience with Labor compliance is a plus but not a requirement.
- Proficiency in Excel.
- Strong attention to detail and organizational skills.
- Ability to handle sensitive information with discretion.
- Effective written and verbal communication.
Work Environment:
- Office-based
- Fast-paced, deadline-driven environment with multiple projects in progress.
Position Type:
This position can be structured as either part-time or full-time, depending on project workload and candidate availability.
Part-Time:
- Typically 20–30 hours per week @ $22.75 per hour to start.
- Ideal for candidates who need flexibility in a set schedule.
Full-Time:
- 40 hours per week, standard full-time schedule @ $24.50 per hour to start.
- May expand into broader project controls or compliance roles based on performance.
Tiered Payrate:
All new hires are subject to a 90-day probationary period during which performance and suitability for the position will be evaluated. After this time, a review will be performed and if warranted, a tiered payrate schedule will be put into effect starting at $25.00 per hour, increasing yearly by 3% (base rate only) automatically.
The payrate is capped at $27.50 per hour, 40 hours a week.
