Administrative Assistant — Construction

Job Summary:
The ideal candidate will be an efficient multi-tasker, able to meet deadlines in the fast-paced, quickly changing environment of a busy construction company. The Administrative Assistant position entails daily clerical, finance, and business tasks and must have excellent communication skills for dealing with clients, vendors, staff members, and executives. 

  • General receptionist duties including, but not limited to, greeting visitors upon arrival to the office, answering the phone, processing incoming mail and deliveries
  • Maintain office appearance 
  • Maintain office supply inventory
  • Coordinate executive communications, including taking calls, responding to e-mails, and interfacing with personnel
  • Verify accuracy of billing data and revise any errors
  • Manage and process invoices, pay applications, and purchase orders with supporting documents as needed
  • Communicate with subcontractors and vendors to obtain and update account information
  • Assist in the preparation, issuing and tracking of RFIs 
  • Compile project close-out documents
  • Prepare and submit payroll for field staff, including maintaining and verifying records of attendance, PTO, and overtime
  • Maintain, archive, and file job-site documents such as bids, contracts, submittals, equipment logs, and daily reports
  • Prepare corporate documents for internal and external use
  • Manage email and maintain schedule for the VP
  • Schedule meetings and appointments
  • Maintain an organized filling system of paper and electronic documents
  • Uphold a strict level of confidentiality
  • Develop and sustain a level of professionalism among staff
  • Filing and retrieving corporate records, documents, and reports
  • Researching data to prepare documents for VP review 
  • Read and analyze incoming memos and submissions, and distribute them as needed
  • General knowledge of construction practices and methodologies
  • Three to five years of experience as an Administrative Assistant reporting directly to a VP
  • Bachelor degree preferred
  • Computer proficiency: Microsoft Word, Excel, DocuSign, ShareFile, DropBox, Adobe Acrobat and other computer programs
  • Proficiency in collaboration and delegation of duties
  • Strong organizational, project management and problem-solving skills with impeccable multi-tasking abilities
  • Exceptional interpersonal skills
  • Friendly and professional demeanor
  • Able to organize a daily workload by priorities
  • Written communication skills – able to clearly deliver a written message using correct grammar, spelling, and punctuation; able to edit and proofread with precision
  • Highly organized and strong attention to detail
  • Positive, "can-do" attitude

Benefits Offered:
  • Paid time off
  • Health insurance; other types of insurance offered
  • Retirement account

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