We are seeking a highly organized and detail-oriented Administrative Assistant to support our construction management team. The ideal candidate will have excellent Microsoft Office skills, strong communication abilities, and a keen eye for detail. This role involves coordinating office operations, managing project documentation, and assisting with administrative tasks to ensure the smooth functioning of construction projects.
Key Responsibilities
Administrative Support
Provide general administrative support to construction project managers and team members.
Manage and maintain electronic and physical files, ensuring all project documents are up to date and organized.
Assist in preparing, reviewing, and distributing reports, meeting minutes, and other correspondence.
Handle incoming calls, emails, and correspondence, directing inquiries to the appropriate personnel.
Schedule meetings, maintain calendars, and coordinate travel arrangements as needed.
Project Documentation & Reporting
Prepare and maintain project-related documents, including contracts, permits, change orders, and submittals.
Assist in tracking and updating project schedules, budgets, and reports.
Maintain accurate records of invoices, purchase orders, and expense reports.
Ensure compliance with company policies and industry regulations regarding document management.
Microsoft Office & Computer Skills
Utilize Microsoft Office Suite (Excel, Word, Outlook, PowerPoint) to create spreadsheets, reports, and presentations.
Generate and maintain Excel spreadsheets for project tracking and financial documentation.
Prepare professional reports and correspondence using Microsoft Word.
Organize and present project data in PowerPoint presentations.
Maintain digital records using document management software or cloud-based systems.
Office Coordination & Communication
Coordinate office supplies and maintain inventory levels.
Communicate with vendors, subcontractors, and clients to ensure smooth project operations.
Support HR functions such as timesheet tracking, onboarding documentation, and safety training coordination.
Assist in preparing bid proposals and contract documents.
Qualifications & Skills
Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint) is required.
2+ years of administrative experience in construction, engineering, or a related industry preferred.
Strong organizational skills and attention to detail.
Excellent verbal and written communication skills.
Ability to handle multiple tasks and meet deadlines in a fast-paced environment.
Experience with construction management software (e.g., Procore, Bluebeam, or similar) is a plus.
Knowledge of basic accounting and financial tracking is an advantage.
\High school diploma required; Associate’s or Bachelor’s degree in Business Administration or a related field preferred.
