Administrative Assistant

The Administrative Support Coordinator provides comprehensive administrative and clerical support to ensure efficient operations across all active projects and departments. Reporting to the Director of Finance and Administration, this role supports office management, project administration, construction and government contracting processes, and executive-level tasks. The ideal candidate is self-motivated, ambitious, highly detail-oriented, and demonstrates excellent time management skills while thriving in a fast-paced construction environment.

• Process incoming mail, phone calls, and perform a wide range of general clerical office duties to support daily operations.
• Manage calendars, schedule meetings, and handle initial interactions with potential vendors to support procurement and coordination efforts.
• Assist with data entry, photocopying, mailing, and scanning documents to maintain accurate and organized records.
• Inventory, order, and coordinate office supply purchases and deliveries to the appropriate departments to ensure adequate stock and smooth operations.
• Welcome visitors to the office, provide information, and ensure a professional and courteous reception experience.
• Enter new projects into Procore, Building Connected, and other applications, maintaining accurate project setup and documentation.
• Manage insurance and W9 requirements for projects, ensuring subcontractor compliance with contractual and regulatory standards.
• Administer subcontractor compliance and invoicing processes, including waivers, certified payrolls, and current insurance certificates.
• Prepare reports, written communications, and meeting minutes to support internal and external stakeholders.
• Prepare and manage construction subcontract agreements, ensuring all appropriate attachments, references, and documentation are included.
• Administer employee expense reports and supporting documentation, ensuring accuracy and timely processing.
• Update client and subcontractor invoices and payments in Procore and track associated documentation.
• Track and monitor lien waivers for all projects to support proper project closeout and compliance.
• Create and organize filing systems and maintain both digital and paper records to ensure efficient retrieval and recordkeeping.
• Coordinate travel arrangements, including booking transportation and accommodations for employees and guests.
• Schedule candidate interviews and track the status of applicants from various recruitment sources to support hiring activities.
• Work closely with a third-party managed IT services provider to support new and existing devices, software licensing, and government information security requirements.
• Prepare internal company resumes and bios for proposals and the website to support business development and marketing efforts.
• Prepare and maintain Project Profile Sheets for completed projects to support portfolio documentation and marketing materials.
• Maintain an up-to-date Employee Credentials and Qualifications list to support compliance, proposals, and project staffing.
• Assist in planning company special events and outings, including logistics, communication, and coordination.
• Register employees in training and professional development programs to support ongoing learning and credential maintenance.
• Deliver sealed proposals and attend pre-bid meetings as needed to support business development and project pursuits.
• Administer the employee onboarding process, including electronic device setup, software license coordination, business card ordering, and user setup in Procore for employees, subcontractors, clients, and other stakeholders.
• Issue safety and personal protective equipment and ensure new employees…