Job Title: Administrative Assistant

Job Description:

We are seeking a detail-oriented and highly organized Administrative Assistant with strong communication and coordination skills, preferably with experience in the construction industry. This role involves providing administrative and documentation support to the project management team, maintaining accurate records, handling correspondence, and managing day-to-day office operations.

Key Responsibilities:

• Answer and manage incoming calls, messages, and correspondence professionally

• Maintain team calendars, arrange meetings, and manage appointments

• Prepare, type, and compile reports, project documents, and presentations

• Organize and maintain physical and digital filing systems

• Schedule, organize, and support meetings (create agendas, take minutes)

• Manage and update databases, logs, and project tracking tools

• Coordinate administrative tasks such as billing, expenses, and mail-outs

• Liaise with clients, subcontractors, vendors, and internal departments

• Provide administrative support to the construction project management team

• Maintain documentation including construction drawings, submittals, and project plans

• Prepare bids and proposals for new construction projects and create branded proposal covers

• Reconcile invoices from subcontractors and maintain accurate billing records

• Track time and material documents for subcontractor billing outside original contract scope

• Maintain master time sheets for salaried team members

• Implement and refine administrative systems and procedures to improve workflow

Preferred Qualifications:

• Experience in administrative support within the construction or engineering sector

• Strong knowledge of documentation processes in construction projects

• Proficiency in MS Word, Excel, MS Teams, Zoom, email, and telephone handling

• Excellent multitasking and organizational abilities

• Professional communication and client-facing skills