Location: Astoria, Queens.
Schedule: Monday–Friday, 8:30 AM – 5:00 PM
Environment: Friendly, high-standards office | Business casual
Compensation: Competitive, based on experience
A boutique Commercial & Residential Renovation Construction Group is seeking a highly organized, professional Administrative Assistant to work directly with the CEO and support multiple affiliated businesses. This role is for someone who operates with precision, discretion, and accountability in a fast-moving construction environment.
This is not an entry-level position. The ideal candidate has at least 2 years of relevant administrative experience, demonstrates exceptional attention to detail, and is comfortable managing critical operational responsibilities with limited supervision.
Core Responsibilities
Executive & Office Support
Direct support to the CEO on daily operational and administrative matters
Professional handling of all phone, email, and written correspondence with clients, vendors, and subcontractors
Scheduling & Project Coordination
Manage executive and project calendars, meetings, site visits, and deliveries
Create and maintain project schedules
Prepare accurate project status and progress reports
Coordinate and document internal and external project meetings
Client, Vendor & Subcontractor Relations
Serve as a primary administrative point of contact
Maintain professional relationships and enforce documentation standards
Documentation, Billing & Financial Support
Maintain structured digital and physical filing systems (Google Drive & office records)
Maintain employee and /or other records.
Assist with:
Estimates
Invoicing
Change Orders
Vendor and subcontractor bill review
Payroll processing
Experience with AIA Forms G702–G703 is a big plus.
Procurement & Tracking
Order, track, and verify materials for active projects
Monitor delivery schedules and coordinate logistics
Field Team Support
Ensure project teams in the field receive accurate documentation and timely information
Office Operations
Manage office supplies
Assist with submittals and bid packages
Required Qualifications
Minimum 3+ years of administrative experience (construction, real estate, or professional services strongly preferred)
Exceptional organizational skills and extreme attention to detail
Professional-level verbal and written communication skills
Ability to prioritize under pressure and manage deadlines accurately
Independent decision-making with sound judgment
Proactive problem-solver
High level of confidentiality and discretion
Technical Requirements
Advanced proficiency in Excel and/or Google Sheets
Strong working knowledge of Google Drive
QuickBooks data entry experience is a significant advantage
Compensation
Salary is competitive and based strictly on qualifications and proven experience.
How to Apply
Attach your resume (Word or PDF only)
Do NOT attach a cover letter — your cover letter must be written in the body of the email
Applicants must meet the stated qualifications to be considered
Principals only. No recruiters
No unsolicited services or offers will be accepted.
