Office Assistant - Commercial Construction

Job Summary

The Office Assistant supports daily administrative operations for a commercial general contracting company. This role helps coordinate office activities, assist project managers, maintain documentation, and ensure smooth communication between the office, field staff, subcontractors, and clients.

Key Responsibilities

Administrative Support

• Answer and direct incoming phone calls and emails
• Manage calendars, meetings, and office scheduling
• Prepare and organize project files and documentation
• Maintain filing systems (digital and physical)

Project Coordination

• Assist project managers with contracts, submittals, RFIs, and change orders
• Track permits, licenses, and project documentation
• Maintain project logs and job folders
• Help prepare project reports and meeting minutes

Accounting & Invoicing Support

• Assist with accounts payable and receivable
• Process subcontractor invoices and lien waivers
• Track purchase orders and receipts
• Support monthly billing and project cost tracking

Vendor & Subcontractor Coordination

• Communicate with subcontractors and suppliers
• Request insurance certificates and W-9 forms
• Maintain subcontractor and vendor records

Office Operations

• Order office supplies and manage office equipment
• Support onboarding paperwork for new employees
• Assist with document preparation for bids and proposals

Qualifications

• High school diploma or equivalent (associate’s degree preferred)
• 1–3 years administrative experience (construction industry preferred)
• Strong organizational and multitasking skills
• Excellent written and verbal communication
• Proficiency in Microsoft Office (Word, Excel, Outlook)
• Experience with construction software (Procore, Buildertrend, QuickBooks, or similar) is a plus

Key Skills

• Attention to detail
• Time management
• Professional communication
• Problem solving
• Ability to work in a fast-paced construction environment

Preferred Experience

• Commercial construction office experience
• Familiarity with permits, submittals, RFIs, and construction documentation
• Basic accounting or bookkeeping knowledge

Work Environment

• Office-based role supporting field construction operations
• Occasional interaction with project sites, subcontractors, and suppliers

Pay: $23.07 - $35.00 per hour

Work Location: Hybrid remote in Earlysville, VA 22936