Construction Administrative Assistant

Full-Time | Remote

About the Role

We’re looking for a highly organized and proactive Construction Administrative Assistant to support new store openings and construction projects from start to finish.

In this role, you’ll be the backbone of the construction team — coordinating permits, managing utilities, tracking timelines, and keeping projects moving forward. If you enjoy working behind the scenes to make complex projects run smoothly, this role is for you.

What You’ll Do

Construction Coordination

• Track and follow up on permits (building, electrical, plumbing, fire, health)
• Coordinate with contractors, architects, and vendors to keep projects on schedule
• Maintain and organize project documents (contracts, invoices, change orders, etc.)
• Process invoices and monitor project costs vs. budget
• Update project timelines using tools like Smartsheet or similar

New Location Setup & Utilities

• Set up utilities (electric, gas, water, internet) for new locations
• Coordinate inspections, meter installations, and service activations
• Manage business licenses, permits, and compliance requirements
• Collect and track insurance certificates from vendors
• Coordinate signage permits and installation

Pre-Opening Support

• Manage pre-opening checklists and timelines
• Ensure all requirements are completed before store launch
• Coordinate with vendors for supplies, uniforms, and opening needs

Administrative Support

• Manage calendars, schedules, and meetings
• Prepare reports and project updates
• Organize files and maintain accurate records
• Communicate with vendors, city offices, and internal teams
• Assist with general administrative tasks as needed

What We’re Looking For

• 2–4 years of experience in admin, construction coordination, or project support
• Strong organizational and multitasking skills
• Excellent written and verbal communication
• Experience with permits, utilities, or construction processes is a strong plus
• Proficient in Microsoft Office (especially Excel) or Google Workspace
• Experience with Smartsheet, Procore, or similar tools is a plus
• Able to work independently and manage multiple projects at once

Nice to Have

• Experience supporting restaurant, retail, or construction projects
• Familiarity with U.S. permitting or utility processes
• Background in project management or operations