Administrative Assistant

Build What Matters. Create What’s Next. Job Description

Build What Matters. Create What’s Next.

Hoffman Construction is a forward‑thinking, self‑performing builder specializing in technically complex, sustainable projects across advanced technology, mission critical, life sciences, healthcare, higher education, and commercial markets. Since 1922, we’ve grown from entrepreneurial roots into a multi‑billion‑dollar, employee‑owned enterprise—now a dynamic family of companies with a national presence and a legacy of excellence. At Hoffman Construction, your potential has room to grow.

Whether you’re on a jobsite or in a corporate office, you’ll be empowered to take initiative, explore new paths, and shape the future of construction. We believe in building opportunity together—by unlocking talent, inspiring innovation, and driving forward the ideas that make a difference.

• Competitive pay and advancement opportunities
• Ongoing professional training and development
• Comprehensive benefits—including free primary care for you and your family through our dedicated clinics, health insurance, paid time off, and a generous retirement plan.
• A culture rooted in inclusion, collaboration, and respect.

We’re hiring across all departments. Discover your future with us.

The Administrative Assistant provides essential administrative and operational support to ensure the smooth functioning of the office. Reporting to the Office Manager, the Administrative Assistant role works closely with the project team, including Project Superintendents, Project Managers, and subcontractors. The Administrative Assistant plays a crucial role in coordinating documentation and daily office operations. Through strong administrative support and attention to detail, this position contributes to the overall efficiency and success of construction projects.

To support Hoffman’s dedication to its people, this position will be located fully in the office.

• Assist in processing monthly subcontract billings and all material invoices for assigned projects.
• Assist in maintaining contract and insurance logs.
• Assist in the administration of contracts and purchase orders and ensure contract compliance.
• Assist in developing and maintaining files, forms, purchase orders, subcontract files, meeting minutes, miscellaneous forms, etc.
• Maintaining office supplies.
• Organize and lead typing of meeting minutes and other assignments.
• Copying, filing, and mailing/distribution of job site correspondence.
• Track and log job site equipment rentals.
• Perform responsibilities above as well as any other special projects in line with position expectations.

Professional Experience and

Education:

• High school diploma or GED required.
• Minimum of one (1) year of accounting and office management experience in the construction, engineering, or architectural (or related) field.

• Proficient in Windows and Microsoft Office 365 (Excel, Word, Outlook, PowerPoint, and Teams), and have a general understanding of working within a computer network.
• Must be an accurate and proficient typist (at least 45‑wpm).
• Ability to work well and maintain a cooperative attitude through high‑pressure situations.
• Excellent time‑management skills and ability to multitask and prioritize work while frequently interrupted by phone calls and questions on work in progress.
• Excellent written and oral communication skills with an ability to develop strong interpersonal relationships.
• Ability to work well in a large professional setting. Patience and professionalism are essential.
• Must be a strong team player with the ability to collaborate with various personnel within and across departments and at all levels of leadership.

• Standing/Walking/Sitting:
  Workday is a combination of being stationary and moving about the work location.
• Must be able to work outdoors in varying weather conditions and on active construction sites.
• Must be able to climb stairs, to ascend and descend ladders, scaffolds, stairs and inspect confined spaces or underground spaces.
• Hands/Arms:
  Constantly operates a computer and other office…