Administrative Assistant

Description

We are seeking a highly organized and detail-oriented Administrative Assistant to support our client in the construction industry. This role serves as a critical resource for field and internal staff by coordinating project documentation, scheduling, communications, and administrative processes. The ideal candidate thrives in a fast-paced environment, can effectively manage multiple priorities, and enjoys being part of a collaborative team that helps keep projects on schedule and running efficiently.

Key Responsibilities

+ Provide administrative support to Project Managers, Superintendents, and other construction team members.

+ Prepare, organize, and maintain project files, contracts, change orders, permits, submittals, RFIs, and other project documentation.

+ Coordinate meetings, appointments, and project schedules, including preparing agendas and meeting minutes.

+ Assist with project setup and closeout documentation.

+ Process purchase orders, invoices, expense reports, and vendor documentation.

+ Track project deadlines and support the team with administrative follow-up on outstanding items.

+ Serve as a liaison between internal departments, subcontractors, vendors, clients, and field personnel.

+ Maintain accurate records within project management and document control systems.

+ Support bid and proposal preparation by gathering documentation and formatting materials.

+ Assist with onboarding subcontractors and ensuring compliance documentation is received and maintained.

+ Answer incoming calls, respond to inquiries, and direct communications appropriately.

+ Coordinate travel arrangements, company events, and team meetings as needed.

Requirements

Qualifications

+ High school diploma required;
Associate's degree or related education preferred.

+ 1+ years of administrative experience, preferably within construction, engineering, real estate development, or a project-based environment.

+ Strong proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.

+ Experience managing multiple deadlines and priorities in a fast-paced environment.

+ Exceptional organizational skills and attention to detail.

+ Strong written and verbal communication skills.

+ Ability to maintain confidentiality and professionalism when handling sensitive information.

+ Self-motivated with the ability to work independently and collaboratively within a team setting.

+

Experience with construction management software such as Procore, Viewpoint, CMiC, Sage, or similar platforms is a plus.

Preferred Skills

+ Familiarity with construction terminology and project lifecycle processes.

+ Experience supporting multiple project teams simultaneously.

+ Strong problem-solving and customer service skills.

+ Ability to adapt to changing priorities and project demands.

Robert Half is the world's first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles.

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All applicants applying for U.S. job openings must be legally authorized to work in the United States. Benefits are available to contract/temporary professionals, including medical, vision, dental, and life and disability insurance. Hired contract/temporary professionals are also eligible to enroll in our company 401(k) plan. Visit  for more information.

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