Job Description

Job Description

Job Description

A Construction Administrative Assistant plays a crucial role in supporting construction projects and the management team. They are essential for keeping operations organized, efficient, and on schedule.

Key Duties and Responsibilities often include:

• Clerical and Administrative Support:

  • Answering phones, managing correspondence (emails, mail), and greeting visitors.

  • Maintaining physical and electronic filing systems for project documents, contracts, and other records.

  • Preparing reports, communications, and meeting minutes.

  • Data entry.

• Project Documentation and Management:

  • Assisting with the preparation, distribution, and filing of various construction documents (contracts, submittals, closeout documents, permits, applications).

  • Obtaining and tracking estimates (RFQs - Request for Quote) from subcontractors and suppliers.

  • Preparing job specifications; coordinating with Interior Designer on design and materials.

  • Tracking construction schedules, job costs, and project milestones.

  • Tracking and documenting project information to stay current.

  • Managing subcontractor inquiries and responses.

  • Fielding all warranty calls and contacting appropriate subcontractors to address problems in a timely manner.

Financial and Accounting Support:

• Tracking, reviewing, and coding invoices for approval and payment.

• Assisting with vendor approval and setup (insurance, tax information).

• Communication and Coordination:

  • Acting as a point of contact for clients, vendors, subcontractors, and other external partners.

  • Coordinating schedules for team members, project managers, and executives.

  • Assisting with marketing and communication tasks, such as gathering online reviews.

Essential Skills and Qualifications:

• Organizational Skills: Highly organized with meticulous attention to detail, strong file management abilities, and excellent time management skills to handle multiple tasks and priorities.

• Communication Skills: Excellent verbal and written communication skills for interacting with internal teams, clients, and vendors.

• Computer Proficiency: Strong computer skills, especially with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

• Problem-Solving: Ability to navigate challenges, think creatively, and solve problems with minimal direction.

• Adaptability and Flexibility: The construction industry is fast-paced and can involve frequent changes, so the ability to adapt quickly is crucial.

• Financial Literacy: Basic understanding of financial processes, invoicing, and expense tracking.

• Professionalism: Maintaining a professional demeanor in all interactions.

• Experience: Previous administrative experience is preferred, and experience in the construction industry is highly valued. While some positions may require an associate's degree, many can be entered with a high school diploma or equivalent and relevant experience.

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