Construction Administration Assistant

Position Overview: As a Construction Administration Assistant, you will provide vital support to the construction management team by assisting with administrative tasks and ensuring the smooth operation of day-to-day activities. Your role will involve coordinating communication between various stakeholders, maintaining project documentation, and facilitating the efficient execution of construction projects.

Key Responsibilities:

1. Administrative Support:

• • Assist in the preparation and distribution of project documentation, including contracts, proposals, and change orders.
  • Organize and maintain project files, records, and correspondence in both digital and physical formats.
  • Manage incoming and outgoing correspondence, including emails, phone calls, and mail.
  • Schedule meetings, appointments, and site visits for project managers and other team members as required.
  • Prepare meeting agendas, take minutes, and distribute meeting notes to attendees.

1. Document Control:

• • Maintain accurate and up-to-date project logs, such as RFIs (Requests for Information), submittals, and shop drawings.
  • Track document revisions, approvals, and distribution to ensure compliance with project requirements.
  • Assist in the preparation and processing of construction-related documents, such as permits and licenses.
  • Coordinate document review and approval processes among project team members and external stakeholders.

1. Communication and Coordination:

• • Serve as a central point of contact for project-related inquiries from clients, subcontractors, vendors, and internal team members.
  • Facilitate communication between project managers, field personnel, and office staff to ensure timely resolution of issues and efficient project execution.
  • Coordinate logistics for project meetings, site visits, and inspections, including travel arrangements and accommodations if necessary.
  • Communicate project updates, milestones, and deadlines to relevant stakeholders as directed by project managers.

1. Data Entry and Reporting:

• • Enter project-related data into the company's management software or databases accurately and in a timely manner.
  • Generate reports, summaries, and presentations based on project data and performance metrics.
  • Assist in analyzing project data to identify trends, issues, and areas for improvement.

1. Health and Safety Compliance:

• • Assist in maintaining health and safety records and documentation, including safety meeting minutes, training records, and incident reports.
  • Support the implementation of safety policies and procedures on construction sites and in office environments.
  • Participate in safety audits, inspections, and compliance reviews as required.

Qualifications and Skills:

• High school diploma or equivalent; additional education or training in construction management or administration is a plus.
• Proven experience of 2-3 years in an administrative support role, preferably in the construction industry.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and project management software.
• Strong organizational skills with the ability to prioritize tasks and manage multiple deadlines.
• Excellent written and verbal communication skills, with a professional and courteous demeanor.
• Attention to detail and accuracy in data entry and document management.
• Ability to work effectively both independently and as part of a team in a fast-paced environment.
• Knowledge of construction terminology, processes, and documentation is desirable but not required.

Benefits:

• Competitive salary range: $20-$26 /hr.
• Health insurance and retirement plans.
• Paid time off
• Opportunities for professional development and growth.

If you meet the qualifications and are interested in joining our team, please submit your resume and cover letter detailing your relevant experience and why you are the ideal candidate for this position. We look forward to hearing from you!