Admin Assistant

The Admin Assistant provides comprehensive administrative and clerical support to project teams and leadership, ensuring smooth day-to-day operations in a dynamic, client-focused environment. This role manages front-office interactions, coordinates communication among internal and external stakeholders, and maintains accurate project documentation and records while supporting invoicing, billing, and general office administration.

• Answer and direct incoming phone calls in a courteous and professional manner and respond promptly to general inquiries.
• Greet clients, vendors, and visitors in a professional and welcoming manner and ensure they are directed appropriately.
• Coordinate communication between clients, project managers, subcontractors, and internal teams to support project activities.
• Assist with preparing proposals, contracts, change orders, and other project documentation with a high degree of accuracy.
• Support invoicing, billing, and payment tracking by maintaining organized and up-to-date records.
• Maintain project files, records, and documentation for accuracy, completeness, and easy retrieval.
• Schedule and coordinate meetings, appointments, and project-related activities for project managers and leadership.
• Order office supplies and assist with general office administration to ensure the office is well-stocked and efficiently run.
• Update and maintain customer and project information in company systems and databases.
• Provide administrative support to project managers and leadership as needed, including data entry, document preparation, and follow-up on action items.
• Perform general clerical duties such as filing, copying, scanning, and organizing documents.
• Contribute to a positive and professional office atmosphere through reliable support and clear communication.

• Minimum of 2 years of experience in administrative, office support, customer service, or construction administration roles.
• High school diploma or equivalent.
• Strong administrative and clerical skills, including accurate data entry and document management.
• Proficiency with Microsoft Office Suite, including Outlook, Word, and Excel.
• Strong organizational skills with the ability to multitask and manage multiple priorities effectively.
• Excellent verbal and written communication skills.
• Ability to work independently while maintaining a high level of productivity and reliability.
• Professional demeanor and strong attention to detail in all tasks.
• Comfort with using technology and office systems in a fast-paced environment.

• Associate degree is preferred.
• Experience supporting project managers or working in a project-based environment is beneficial.
• Background in construction administration or similar industry experience is an advantage.
• Demonstrated ability to coordinate schedules, meetings, and project-related activities.
• Strong interpersonal skills and the ability to build positive relationships with clients, vendors, and internal teams.
• Ability to adapt to changing priorities and handle confidential information with discretion.

This role operates in a professional office environment that supports project-driven work and regular interaction with clients, vendors, and internal teams. The Admin Assistant typically works standard business hours, with a focus on responsiveness and reliability throughout the day. Work is primarily performed on computers using Microsoft Office Suite and company systems, along with standard office equipment such as phones, printers, and scanners.

The position requires a professional appearance and demeanor when greeting visitors and representing the office. The culture emphasizes teamwork, clear communication, and attention to detail, providing an environment where organized, proactive administrative support is highly valued.

This is a Contract to Hire position based out of Madison, WI.

The pay range for this position is $24.00 - $28.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this…