Construction Administrative Assistant

EOE Statement We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.

The Construction Administration Assistant provides administrative and project support to help ensure the efficient operation of construction and renovation projects within a nonprofit organization. This role supports project managers, leadership, and field staff by managing records, coordinating communications, tracking documents, and assisting with day-to-day office and project workflow.

• Provide administrative support to project management, leadership, and field staff.
• Answer phones, respond to emails, and route communications professionally.
• Maintain organized project files, logs, correspondence, and construction documents.
• Prepare, process, and track contracts, purchase orders, change orders, invoices, and other project paperwork.
• Support bid requests, subcontractor coordination, and vendor communication.
• Assist with permits, insurance documents, compliance records, and filing systems.
• Schedule meetings, prepare agendas, take notes, and distribute follow-up items.
• Track action items, deadlines, and documentation for active projects.
• Support board, donor, and organizational reporting as needed.
• Assist with accounting support tasks such as invoice routing, coding, and documentation gathering.
• Perform other administrative duties and special projects as assigned.

• High school diploma or equivalent required; associate's degree or higher preferred.
• 2-3 years of administrative experience, preferably in construction, nonprofit, or project-based office settings.
• Strong written and verbal communication skills.
• Excellent organization, attention to detail, and time-management skills.
• Proficiency in Microsoft Office Suite, especially Word, Excel, Outlook, and Adobe PDF tools.
• Ability to learn new software as position requires; project management software.
• Ability to manage multiple priorities in a fast-paced environment.
• Professional, collaborative, and service-oriented approach.

• Familiarity with construction terminology, document control, or nonprofit operations is a plus.
• Experience supporting capital projects, renovations, or facilities work.
• Experience with board packet preparation, committee support, or internal reporting.
• Knowledge of invoice processing, record retention, and compliance documentation.
• Comfort working with vendors, contractors, community partners, and internal stakeholders.

$45,000 - 50,000 (based on qualifications)

Full-time (32 hours/week)

RUPCO Policies

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Requests for reasonable accommodation will be reviewed per ADA standards.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand, sit, walk, handle and reach with hands and arms.

It is the policy of RUPCO Inc. to provide equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, genetic information or any other protected characteristic under applicable law. This policy relates to all phases of employment, including, but not limited to, recruiting, employment, placement, promotion, transfer, demotion, reduction of workforce and termination, rates of pay or other forms of compensation, selection for training, the use of all facilities, and participation in all company-sponsored employee activities.

Provisions in applicable laws providing for bona fide occupational qualifications, business necessity or age limitations will be adhered to by the company where appropriate.

As part of the company's equal employment opportunity policy, RUPCO Inc. will also take affirmative action as called for by applicable laws and Executive Orders to ensure that minority group individuals, females, disabled veterans, recently separated veterans, other protected veterans, Armed Forces service medal veterans, and qualified disabled persons are introduced into our workforce and considered for promotional opportunities.