CONSTRUCTION ADMINISTRATIVE ASSISTANT JOB DESCRIPTION
We are seeking a Construction Administrative Assistant to efficiently manage and distribute engineering and construction packages with precision and timeliness. This role involves setting up and maintaining an electronic data management system, checking and editing incoming documents, and following up on deliverables to ensure status and completion dates are confirmed. The assistant will be proficient in handling construction submittals and managing project documentation, including communications, engineering drawings, and construction documents, facilitating seamless retrieval and distribution.
An Overview of Construction Administrative Assistant Job Description Responsibilities and Qualifications
1. The Construction Administrative Assistant is a proactive, detail-oriented individual with extensive experience in construction and development. This role involves acting as the primary contact for payment inquiries and project status questions with vendors, general contractors, and subcontractors, ensuring timely and efficient communication. The assistant supports team members through the preparation of presentations, documents, and reports, maintaining high organizational standards and punctuality in a fast-paced environment.
Construction Administrative Assistant Roles and Responsibilities:
- Ensure invoices are appropriately covered under an executed contract unless otherwise specified.
- Work with new vendors to complete New Vendor Forms and send them to the SC office.
- Prepare monthly invoice and contract status reports to ensure timely processing and payments to all vendors, consultants, contractors, etc.
- Assist tenant coordinators in processing construction allowance payments
- Interact with municipal building, and other departments, to maintain current permit information
- Attend construction meetings, as requested.
- Take minutes, prepare agendas, coordinate follow-up
- Provides administrative support to the team including answering the phone, filing, correspondence, travel, scheduling, document production, expense report processing, etc.
- Schedules meetings, manage senior employees’ calendars and assists in the coordination of company conference rooms.
- Field general inquiries from investors, brokers, financial advisors, lenders, attorneys, tenants, vendors, contractors, consultants, etc.
- Periodic backup coverage for other groups in the office and receptionist coverage.
- Maintain document management/filing system index.
- Gain a baseline understanding of the business in order to be highly effective with document management across the enterprise.
- Assist with setting up documents in DocuSign.
- Update exclusives, edit excel documents and pull reports.
- Assist with preparation of reports and documents, summaries of leases and other legal documents.
Construction Administrative Assistant Skills, Experience and Requirements:
- A Diploma or Certificate in Administration
- Experience in construction or construction-related firm preferred
- Experience with Procore, Plangrid, Newforma, Bluebeam, or other construction management software preferred
- Demonstrated professionalism, tact and diplomacy.
- High level of interpersonal skills to handle sensitive and confidential situations.
- High level of organizational skills as demonstrated by the ability to keep self and others organized.
- Detail-oriented with a passion for quality.
- Strong oral and written communications skills
- Ability to handle multiple assignments at the same time.
- Excellent computer systems skills
- Demonstrated attention to detail and ability to set and meet deadlines.
- Proficiency in all key Microsoft Office applications – specifically Outlook, Powerpoint, Word, Excel & Adobe Acrobat.
- Analytical and research skills to be resourceful, find solutions and prioritize work.