Construction Administrative Assistant

The Administrative Assistant provides essential office, clerical, and project support for a busy asphalt paving company. This role helps keep daily operations organized by coordinating communication, maintaining project documentation, supporting scheduling, and serving as a professional point of contact for all inbound inquiries.

The ideal candidate is highly organized, detail-oriented, dependable, and comfortable working in a fast-paced environment where priorities can change quickly. Construction office experience is preferred, but candidates with strong administrative skills and a willingness to learn construction processes may also be considered.

Administrative Assistant

Job Description

The Administrative Assistant provides essential office, clerical, and project support for a busy asphalt paving company. This role helps keep daily operations organized by coordinating communication, maintaining project documentation, supporting scheduling, and serving as a professional point of contact for all inbound inquiries.

The ideal candidate is highly organized, detail-oriented, dependable, and comfortable working in a fast-paced environment where priorities can change quickly. Construction office experience is preferred, but candidates with strong administrative skills and a willingness to learn construction processes may also be considered.

• Provide administrative support for executives, estimators and project managers.
• Answer incoming phone calls, respond to emails, greet visitors, and direct inquiries in a professional and timely manner.
• Prepare, organize, and maintain construction documents, including RFIs, submittals, permits, insurance certificates, and closeout documents.
• Assist with meeting coordination, calendar management, agenda preparation, and meeting minutes.
• Communicate with subcontractors, vendors, suppliers, clients, inspectors, and internal team members to request information, follow up on outstanding items, and support project deadlines.
• Solicit, track, and organize bids, quotes, prequalifications and vendor information for new and ongoing projects.
• Process job specific paperwork such as Preliminary Notices and Certificates of Insurance.
• Enter and update project information in spreadsheets, databases, and construction management software.
• Maintain organized electronic and physical filing systems for potential, active and completed projects.
• Order office supplies, coordinate office services, and assist with general clerical duties such as copying, scanning, typing, mailing, and data entry.
• Support compliance by maintaining subcontractor documentation, W-9 forms, certificates of insurance, safety documents, and required project records.
• Assist with special projects, reports, presentations, and other administrative tasks as assigned.

• High school diploma or equivalent required; associate degree or additional business, construction, or administrative training preferred.
• Previous administrative, clerical, office support, or customer service experience required.
• Experience in a construction office environment preferred.
• Proficiency with Microsoft Office, including Word, Excel, and Outlook; and/or Google Workspace, including Google Sheets, Google Docs, and GMail
• Ability to learn and use construction management, scheduling, document control, or project tracking software.
• Strong written and verbal communication skills.
• Excellent organization, accuracy, follow-through, and time management skills.
• Ability to handle confidential information and maintain professionalism with clients, vendors, and team members.
• Ability to manage multiple priorities, meet deadlines, and work independently with minimal supervision.
• Valid Driver License and willingness to pick up plans.

• Familiarity with construction terminology, plans, specifications, RFIs, submittals, and closeout documentation.
• Basic understanding of job costing, purchase orders, and subcontractor paperwork.
• Experience with software such as Pipe Drive, Work Force, Adobe Acrobat, Docu Sign, or similar systems.
• Strong customer service mindset and ability to build positive relationships with clients, subcontractors, vendors, and staff.
• Problem-solving skills and the ability to stay calm and organized under deadline pressure.
• Certified Notary Public

• This position is typically performed in an office environment, with occasional visits to office supply store for supplies and printing or copying needs.
  
  The role requires regular use of a computer, phone, printer, scanner, and standard office equipment. The employee may occasionally lift or move office supplies, files, or materials up to 25 pounds.