Administrative Assistant/Office Manager

Job Description

JOB DETAILS

The Administrative Assistant/Office Manager provides administrative support to project managers, superintendents, and field teams throughout all phases of construction projects. This is a full-time hybrid position, with competitive pay and comprehensive benefits.

Essential Duties and Responsibilities:

• Provide administrative support to project managers, superintendents, and field teams throughout all phases of construction projects.
• Perform data entry, compile employee time and production data and process weekly payroll.
• Complete weekly certified payroll, in compliance with company and regulatory requirements.
• Reviews and enters data from timesheets and daily tickets for job cost tracking.
• Assist with budget tracking, invoice coding and processing, and coordination/preparation of billing with accounting departments
• Assist with collection efforts.
• Aids estimating team as needed including potential bid opportunities and bid preparation
• Assists Human Resources with hiring and orientation process.
• Communicate with clients, vendors, and subcontractors to obtain documentation, updates, and approvals.
• Ensure compliance with company policies, contract requirements, and safety regulations.
• Prepare reports, spreadsheets, and documentation
• Manage the execution and routing of contracts, subcontracts, and change-order documents for supervisor review and signature.
• Maintain a high level of confidentiality, professionalism, and emotional intelligence when interacting with team members and external contacts.

Position Requirements

• High school diploma or GED required.
• 3–4 years of experience in construction administration, project coordination, or related roles
• Proficient with computers and mobile devices (iPhone and iPad), knowledge of Microsoft Outlook, Word and Excel, internet browsers and Windows
• Team player with self-confidence and professional presence.
• High degree of maturity and business judgment.
• Display a professional and courteous attitude to co-workers, supervisors and the general public at all times.
• Versatility, flexibility, and a willingness to work within constantly changing priorities and sometimes conflicting deadlines.
• Reliable and punctual attendance.
• Ability to administer several tasks independently and concurrently.
• Ability to assess and prioritize multiple tasks, projects, and demands
• Strong customer service and interpersonal skills.
• Proficient verbal and written communication skills.
• Ability to maintain confidentiality at all times.
• Strong organizational and time management skills, with the ability to multitask and prioritize in a fast-paced environment.
• Display a professional and courteous attitude to co-workers, supervisors and the general public at all times
• Versatility, flexibility, and a willingness to work within constantly changing priorities and sometimes conflicting deadlines.
• Reliable and punctual attendance.