Office Administrator

Summary:

The Assistant Project Manager / Office Administrator supports both project operations and administrative functions for the company. This role assists Project Managers with scheduling, documentation, coordination, and communication while also handling daily office tasks, recordkeeping, and internal support. The ideal candidate is organized, detail-oriented, and able to balance responsibilities in both field support and office administration.

• Assist Project Managers with day-to-day project coordination
• Help prepare and track RFIs, submittals, change orders, and project documents
• Maintain project files, logs, and reports
• Support subcontractor and vendor communication
• Coordinate material orders, deliveries, and project scheduling
• Help monitor project progress and update tracking systems
• Attend meetings and prepare notes or follow-up items
• Visit job sites occasionally to support documentation and progress tracking (optional based on role)

• Answer phones, greet visitors, and support basic office operations
• Maintain organized filing systems (digital and physical)
• Assist with payroll processing, timesheet collection, and employee onboarding paperwork
• Support purchasing, invoicing, and expense tracking
• Handle incoming/outgoing mail, deliveries, and office supplies
• Prepare internal reports, correspondence, and forms as needed
• Coordinate staff schedules, meetings, and appointments
• Maintain a clean and organized office environment

• Serve as a point of contact between the office and field teams
• Support project team communication with clients, vendors, and employees
• Maintain a professional and helpful demeanor with all stakeholders

• Experience in construction administration or project coordination preferred
• Strong communication and organizational skills
• Ability to multitask and manage deadlines in a fast-paced environment
• Proficient with Microsoft Office (Word, Excel, Outlook) and basic computer skills
• Ability to learn project management and construction software (Procore, Plan Grid, etc.)
• High school diploma required; associate or bachelor's degree preferred but not required
• Experience in civil construction is a plus but not required
• Reliable, punctual, and able to work independently

• Office-based with occasional job site visits if needed
• Fast-paced environment supporting multiple projects
• Regular interaction with field personnel, vendors, and management