Administrative Assistant

Position Overview:

The Administrative Assistant / Project Assistant supports both office and field operations to help ensure projects run efficiently from start to finish. This role provides administrative and project-related support to project managers, superintendents, and accounting staff, assisting with documentation, communication, and project close-out tasks.

Key Responsibilities:

• Provide administrative support to project managers and field personnel.
• Prepare, track, and maintain project documentation including submittals, RFIs, change orders, and meeting minutes.
• Assist with contract administration, including preparing subcontract agreements and purchase orders.
• Maintain organized project files in Dropbox and other digital platforms.
• Review project specifications to identify items needed for completion and coordinate with subcontractors to ensure timely delivery and installation.
• Assist with project close-out, including compiling warranty information, as-builts, operation manuals, and final documentation for clients.
• Communicate with subcontractors and vendors to follow up on outstanding work or required documents.
• Support accounting processes such as invoice tracking, timesheets, and expense reports.
• Order office and project supplies as needed.
• Help ensure compliance with company policies, safety requirements, and project specifications.
• Perform other duties as needed to support project and office operations.

Qualifications:

• 2+ years of administrative experience (construction industry preferred).
• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and Dropbox for file management.
• Strong organizational skills with excellent attention to detail.
• Effective communication and follow-up skills when coordinating with subcontractors and vendors.
• Ability to manage multiple priorities in a fast-paced environment.
• Team-oriented, dependable, and proactive in problem-solving.

Preferred Skills:

• Experience assisting with project close-out procedures.
• Familiarity with project management software such as Procore or PlanGrid.
• Knowledge of construction terminology, specifications, and document control processes.