Administrative Assistant - Construction Project Management

Position Overview:

We are a full-service Program Management and Total Building Commissioning Firm committed to service excellence and delivering well-executed, efficient projects. We are currently seeking a detail-oriented, proactive Administrative Assistant. Experience working in or alongside construction projects is welcome, but candidates with strong administrative skills are encouraged to apply.

Responsibilities

• Provide day-to-day administrative support to executive leadership, project management, and office staff, including answering and routing telephone calls, managing calendars, coordinating meetings (in-person and via Microsoft Teams), arrange travel and accommodation as needed, and supporting general office operations. Respond to inquiries from clients, contractors, and stakeholders.
• Prepare and edit correspondence, reports, meeting agendas, and PowerPoint presentations using Microsoft Office Suite; maintain organized electronic and physical filing systems.
• Organize and maintain construction documentation, including RFIs (Requests for Information), RFQs (Requests for Quotation), submittals, change orders, meeting minutes, and project correspondence.
• Assist with the preparation and processing of invoices, subcontractor pay applications, vendor documentation, and related administrative forms.
• Support the tracking, distribution, and filing of RFIs and RFQs to ensure documentation is complete, properly recorded, and updated within project management software as needed.
• Coordinate meetings, job site visits, project kickoffs, and general scheduling needs for project and office personnel.
• Support project closeout activities by organizing and assembling final documentation packages.
• Maintain office supplies and contribute to the smooth day-to-day operation of the office environment.

Preferred Skills & Experience:

• Strong organizational skills with the ability to prioritize tasks across multiple active projects.
• Excellent written and verbal communication skills to interface with clients, subcontractors, and team members.
• Attention to detail, accuracy, and the ability to maintain confidentiality.
• Ability to work independently in a fast-paced, dynamic team environment.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Adobe Acrobat; experience or familiarity with Adobe InDesign, Photoshop, or Canva is a plus.
• Experience with construction software tools (Procore, Bluebeam, MS Project, etc.) is welcomed; prior experience is not required.
• Familiarity with construction terminology, documents, and workflows is a plus.

Work Environment:

• Occasional travel to job sites may be required.
• Must be able to lift and transport materials or documents up to 25 lbs.
• In person (No Hybrid or Remote).

Job Type: Full-time (Exempt) with some overtime.

Pay: Commensurate with experience.

Benefits: Excellent benefits.

Work Location: In person