Administrative Assistant (Construction)
Role Description
Rapidly growing government contractor seeking a detail-oriented and highly organized Administrative Assistant to join our team. The successful candidate will play a crucial role in supporting our day-to-day operations, ensuring smooth communication, and providing administrative support to our project managers and executive team. This position is ideal for someone who is passionate about the construction industry and has a knack for multitasking.
Key Responsibilities
Administrative Support: Provide comprehensive administrative support to the project management and executive teams, including scheduling meetings, managing calendars, and preparing correspondence.
Document Management: Organize and maintain project documents, contracts, and blueprints. Ensure all documents are accurately filed and easily accessible.
Communication: Act as the first point of contact for clients, subcontractors, and suppliers. Handle phone calls, emails, and other communications efficiently and professionally.
Data Entry & Reporting: Input data into project management software and maintain accurate records. Assist in preparing reports and presentations for internal and external stakeholders.
Project Coordination: Support project managers in coordinating project schedules, tracking deadlines, and ensuring timely completion of tasks.
Procurement Support: Assist with the procurement process by coordinating with suppliers, tracking orders, and managing inventory of office supplies and materials.
Financial Administration: Support the finance team with invoicing, expense reports, and tracking project budgets.
Compliance & Safety: Assist in maintaining compliance with local regulations and safety standards by keeping updated records and coordinating safety meetings and training sessions.
Office Management: Ensure the smooth operation of the office, including managing office supplies, organizing meetings, and maintaining a clean and organized workspace.
Special Projects: Assist in special projects and initiatives as needed, including company events, marketing activities, and other administrative tasks.
Run Errands: Picking up and dropping off bid documents, drop off overnight packages, pick up lunch, etc.
Qualifications
Education: High school diploma or equivalent required; Associate’s or Bachelor’s degree in Business Administration or a related field is preferred.
Experience: Minimum of 2 years of administrative experience in the construction industry.
Knowledge: Basic understanding of construction processes, terminology, and documentation is required.
Skills:
o Strong organizational and time-management skills.
o Excellent verbal and written communication skills.
o Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
o Ability to multitask and prioritize effectively in a fast-paced environment.
o Attention to detail and a high level of accuracy.
o Strong problem-solving skills and the ability to work independently.
Personal Attributes:
o Professional demeanor and a positive attitude.
o Reliable, punctual, and trustworthy.
o Ability to work well in a team-oriented environment.
Benefits
Competitive salary based on experience
Health Insurance - to be discussed after 3 months.
401K - eligible after 6 months
Paid time off and holidays
Opportunities for professional development and career growth
This is a full time position, Monday through Friday, 9am to 430pm.
Interested candidates are invited to submit their resume and a cover letter detailing their relevant experience and why they are a great fit for this role. Please included at least two references.
We are an equal opportunity/affirmative action employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.
