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.