Administrative Assistant

Key responsibilities

• Answer and route phone calls, emails, and office correspondence.
• Greet visitors, clients, and vendors and direct them appropriately.
• Maintain organized digital and physical filing systems for contracts, permits, drawings, and project documents.
• Assist with preparing, formatting, and distributing proposals, change orders, purchase orders, and subcontract agreements.
• Track and update project logs (RFIs, submittals, change orders, inspections, punch lists).
• Schedule meetings, jobsite visits, inspections, and conference calls for project managers and leadership.
• Coordinate deliveries, equipment rentals, and material orders with vendors as directed.
• Enter and update data in project management and accounting systems (job codes, budgets, time sheets).
• Assist with basic bookkeeping tasks such as invoice processing, expense reports, and credit card reconciliations.
• Support HR and safety administration (onboarding paperwork, training records, certifications, safety meeting sign‑in sheets).
• Prepare and distribute internal communications, memos, and weekly reports.
• Order and maintain office supplies, printing materials, and safety documents.
• Help maintain company records in compliance with legal and regulatory requirements.

• High school diploma or equivalent required; associate’s degree or relevant coursework preferred.
• 5+ years of administrative experience;
  construction or related industry experience a plus.
• Proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint); experience with construction or project management software is an advantage.
• Strong organizational and time-management skills with the ability to handle multiple priorities.
• Excellent written and verbal communication skills.
• High attention to detail and accuracy in data entry and document preparation.
• Ability to work independently and as part of a team in a fast‑paced environment.
• Professional, reliable, and discreet with confidential information.