Construction Administrative Assistant

The Construction Administrative Assistant provides vital support to our project management and field teams by assisting with the organization, documentation, financial tracking, and communication required for efficient job execution. This individual plays a central role in coordinating project information, supporting the bid and procurement process, subcontract and change order administration, job cost tracking, and other administrative duties that support the organization. The ideal candidate will demonstrate strong attention to detail, financial awareness, and a high­ energy, can-do attitude to help keep projects on track and organized from preconstruction through closeout.

This individual will work closely with estimators, project managers, subcontractors, suppliers, and company leadership to ensure accurate documentation, cost tracking, and timely communication across all divisions of the company. The Construction Administrative Assistant must be self-motivated, collaborative, and eager to take initiative in a dynamic, fast-paced environment.

This individual will also work with the Safety Director to aid in creation of safety documents, aid in training support, and safety audits of divisions.

Areas of Understanding

The individual should have a working knowledge of the following construction, administrative, and financial practices. These areas of competency are required to effectively support project teams, assist leadership, and ensure accurate documentation, procurement, and job costing:

CONSTRUCTION PROCESS KNOWLEDGE

• General understanding of commercial, residential, and industrial construction
• Familiarity with the bid solicitation process
• Knowledge of procurement and vendor pricing coordination
• Awareness of the RFl (Request for Information) process
• Change Order request and documentation
• Subcontract preparation and tracking
• Construction documentation (contracts, plans, specifications, schedules)

JOB COSTING & FINANCIAL TRACKING

• Basic knowledge of job cost accounting and cost code structures
• Log and reconcile change orders against job budgets
• Work with accounting to process subcontractor documentation

ADMINISTRATION

• Strong Microsoft Office skills (Excel, Word, Outlook, Project, Teams, Teams Planner)
• Construction scheduling support (Microsoft Project or similar software)
• Accurate and timely recordkeeping and file organization
• Excellent written and verbal communication
• Strong organizational and time management skills
• Ability to maintain confidentiality and handle sensitive financial information
• Positive attitude and professional demeanor in interactions with staff, vendors, and clients

Job Duties

Below is a list of essential job functions. This list is not exhaustive and may be expanded based on company needs:

• Assist with the preparation, distribution, and tracking of bid packages and subcontractor proposals, including proactive follow-up with subcontractors to obtain pricing and ensure timely bid participation. (Smart Bid)
• Create, format, and issue subcontract agreements under the direction of project managers
• Organize and maintain project documents including RFls, submittals, change orders, contracts, and plans
• Coordinate with Project Managers to monitor bid progress and project milestones, providing follow-up and administrative support to help meet deadlines and objectives.
• Support project teams with procurement by obtaining multiple vendor quotes and preparing purchase orders
• Track costs against budgets, including POs, change orders, and invoices
• Support subcontractor payment process by gathering lien waivers, insurance certificates, and invoices
• Coordinate with the accounting department to reconcile cost data and prepare for billing cycles
• Prepare and manage correspondence with vendors, subcontractors, and clients
• Track and help update project schedules in coordination with the project team
• Schedule and prepare meeting materials, agendas, and minutes as required
• Communicate professionally and promptly with internal staff, subcontractors, and external stakeholders
• Maintain and track documentation related to DEQ compliance, project bonds, and required project permits, ensuring records are organized and accessible for project teams and management.
• Provide administrative support for fleet management, including reporting, data collection, and communication between mechanics and management. (CAT Inspect/Vision Link)
• Assist the Safety Director with drafting and updating company safety manuals and policies.
• Support the development and extension of safety training courses for field personnel.
• Serve as the primary office point of contact for IT-related needs, providing basic support to staff and coordinating with the third-party IT provider for technical assistance and issue resolution.
• Aid with Safety awareness & support
• Support operations with keeping equipment utilization and repair reports accurate
• Assist with Application process for construction permits
• Meet with ownership weekly to review objectives and milestones
• Help with the distribution of information to other areas of the organization.
• Additional duties as assigned

Commitment

Core Values: Must embody and demonstrate company values such as accountability, collaboration, communication, and professionalism.

Teamwork: Demonstrated commitment to supporting a collaborative, team-first work environment.

Attitude: Brings energy and a solution-driven mindset to the workplace every day.

CONTACTS

• Daily contact with Project Managers, Estimators, and Field Staff
• Frequent communication with Subcontractors and Vendors
• Coordination with Accounting Department for job cost and billing matters
• Occasional interaction with Clients and Ownership

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person