Administrative Assistant

Reports To: Director of Administration & Accounting

At RDJ Construction, we are committed to building exceptional healthcare, senior living, commercial, and specialty construction projects while fostering a culture of teamwork, integrity, and professional growth. We value employees who take initiative, support one another, and contribute to the success of our clients and communities.

RDJ Construction is seeking a highly organized and professional Administrative Assistant to support our growing team. This position serves as a key point of contact for employees, clients, vendors, and subcontractors while providing administrative support for project operations, accounting, human resources, and office management.

The ideal candidate is detail-oriented, proactive, and capable of managing multiple priorities in a fast-paced construction environment. This role is critical to ensuring the efficient day-to-day operation of our office and project support functions.

• Answer and direct incoming phone calls professionally.
• Greet and assist visitors, clients, vendors, and subcontractors.
• Manage calendars, meetings, and conference room scheduling.
• Prepare correspondence, reports, presentations, and company documents.
• Maintain organized electronic and physical filing systems.
• Order and maintain office supplies and equipment.

• Assist Project Managers and Superintendents with project documentation.
• Process purchase orders, subcontracts, change orders, and project correspondence.
• Maintain project files and construction records.
• Track and distribute project-related documents.
• Assist with permit applications and closeout documentation.
• Support project team communication and coordination.

• Assist with employee onboarding and new hire paperwork.
• Maintain personnel files and training records.
• Coordinate company apparel and onboarding materials.
• Assist with recruiting activities, interview scheduling, and candidate communications.
• Support employee training and compliance documentation.

• Assist with accounts payable and accounts receivable processes.
• Collect and organize invoices, receipts, and supporting documentation.
• Maintain vendor files and W-9 records.
• Assist with payroll documentation and timecard collection.
• Support month-end administrative activities as needed.

• Assist with the planning and execution of company marketing initiatives and campaigns and social media.
• Maintain the company's branding standards across all marketing materials and communications.
• Coordinate marketing materials, including brochures, presentations, and promotional items.
• Assist with event planning, sponsor ships, trade shows, and community outreach activities.
• Capture and organize project photos and coordinate project spotlights for marketing purposes.

• Coordinate company events, meetings, and employee functions.
• Maintain company vehicle, equipment, and office records.
• Assist with company safety and compliance documentation.
• Support special projects as assigned.

• High school diploma or equivalent required.
• Associate's degree preferred.
• Minimum 2 years of administrative experience; construction industry experience preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Experience with construction management or accounting software preferred.
• Strong organizational and time management skills.
• Excellent verbal and written communication abilities.
• Ability to maintain confidentiality and professionalism.
• Strong attention to detail and accuracy.

• Ability to sit, stand, and walk throughout the workday.
• Ability to lift up to 25 pounds occasionally.
• Ability to operate standard office equipment.