Admin Assistant

Job Description:

Administrative Assistant – Commercial Construction

FLSA Classification: Non-Exempt
Reports To: Office & HR Manager

The Administrative Assistant provides administrative and operational support to the office, project management team, and field operations to ensure efficient day-to-day business operations. This role assists with permitting, utility coordination, project documentation, purchasing support, and general office administration while serving as the first point of contact for visitors and incoming communications.

The Administrative Assistant works closely with project managers, field personnel, subcontractors, vendors, municipalities, utility companies, and internal departments to support project success and maintain organized documentation. This position requires strong organizational skills, attention to detail, excellent customer service, and the ability to manage multiple priorities in a fast-paced commercial construction environment.

The following duties are representative of the position but are not intended to be all-inclusive.

• Assist with preparing, submitting, and tracking building permits, Certificates of Occupancy (COs), fugitive dust permits, and other jurisdictional requirements.
• Coordinate with municipalities, utility providers, and regulatory agencies regarding project requirements and scheduling.
• Maintain organized permit files and monitor permit status updates.
• Assist with compiling and preparing bid response documentation and proposal packages.
• Maintain accurate electronic and physical project documentation.

• Organize, label, and file field purchase receipts in accordance with company purchasing procedures.
• Ensure receipts are complete, properly coded, and organized for accounting and project documentation.
• Assist with maintaining organized purchasing records and supporting project documentation.

• Serve as the primary receptionist by greeting visitors, clients, subcontractors, and vendors in a professional manner.
• Answer and direct incoming phone calls.
• Receive, sort, and distribute mail, packages, and deliveries.
• Perform general administrative duties including filing, copying, scanning, document preparation, and record maintenance.
• Run company errands and provide administrative support to various departments as needed.
• Assist with company iPhone and iPad inventory, assignments, setup, and tracking.
• Perform scheduled water meter readings and maintain associated documentation.
• Assist with office organization and general administrative projects.
• Support department initiatives and special projects as assigned.

• Provide administrative support to the Office Manager, Project Managers, and other departments.
• Communicate professionally with vendors, subcontractors, utility providers, municipalities, and internal team members.
• Assist with additional administrative responsibilities to support operational efficiency.

• Perform other duties as assigned to support business operations, project demands, or organizational needs.
• Responsibilities may evolve based on company growth, workload, or operational requirements.

Required:

• High school diploma or equivalent.
• Experience with Microsoft Office Suite, particularly Excel, Outlook, and Word.
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Ability to manage multiple priorities while meeting deadlines.
• Professional customer service skills and a positive attitude.
• Ability to work independently and as part of a team.

Preferred:

• Previous administrative experience in the construction industry.
• Experience with Procore or other construction management software.
• Familiarity with permitting processes, utility coordination, or project administration.
• Experience working in a fast-paced office environment supporting multiple departments.

• Primarily office-based with routine use of computers and office equipment.
• Must be able to sit, stand, and work at a computer for extended periods.
• May occasionally lift office materials, office supplies, or files up to 25 pounds.
• Occasional local travel may be required for company errands or project support.

This job description is intended to describe the general nature and level of work being performed. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Duties and responsibilities may change at any time based on business needs.

Employment is at-will in accordance with New Mexico law.

Equal Opportunity Employer, including disabled and veterans.