Administrative Assistant

job Overview :

We are seeking a highly organized and detail-oriented Administrative Assistant to join our team in the commercial construction industry. The ideal candidate will support our project managers, contractors, and office staff with various administrative tasks to ensure the smooth operation of our projects and office activities. The role requires strong communication skills, proficiency in office software, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities :

• Provide administrative support to project managers and field staff, ensuring seamless communication between the office and the job site.
• Prepare and maintain construction documents, including contracts, permits, change orders, and invoices.
• Schedule meetings, appointments, and site visits for project teams and executives.
• Assist in preparing bids and proposals for new projects, ensuring all necessary documentation is included.
• Maintain filing systems, both electronic and physical, ensuring documents are easily accessible and up to date.
• Coordinate office supplies, ordering materials, and managing inventory.
• Handle phone calls, emails, and correspondence, directing inquiries to appropriate team members as needed.
• Support the project team with document control, ensuring compliance with industry regulations and company policies.
• Assist with processing payroll and timesheets for construction staff.
• Maintain and track project timelines, budgets, and schedules to assist in project tracking and reporting.
• Help prepare reports, presentations, and other materials for internal meetings and client presentations.
• Ensure compliance with safety and quality standards on-site by managing schedules and documentation.
• Other administrative tasks as assigned by management.

Skills and Qualifications :