Administrative Assistant

• Provide estimators with clear and timely approximate dates for when projects will be detailed and handed over to the project management team.
• Track sold projects and add them to the Detailing Timeline using Google Sheets, ensuring information remains current and accurate.
• Continuously monitor projects on the Detailing Timeline from initiation through completion, updating statuses as needed.
• Set up new projects and perform comprehensive data entry tasks to establish accurate project records.
• Review project information and BI bid details to confirm completeness and accuracy before transitioning to the project phase.
• Transfer relevant documents from the estimate side to the project side, organizing files into appropriate folders for easy access.
• Add bookmarks to plans and specifications using PDF-XChange (or similar PDF tools) to improve document manageability and navigation.
• Update Comsense with all pertinent job and shipping information, maintaining consistent and reliable project data.
• Review plans to identify and enter all TO/FROM locations into Comsense, ensuring accurate logistical and project details.
• Learn and execute bulk and unbulk processes for projects as needed, following established departmental procedures.
• Record meeting minutes when applicable, capturing key decisions, action items, and project updates.
• Update detailing department spreadsheets as directed by the department manager, maintaining organized and up-to-date records.
• Perform general administrative support duties related to project documentation, project setup, and project coordination.
• Assist with construction administration tasks by organizing commercial project documentation and supporting project managers and estimators.
• Collaborate with team members using strong oral communication and positive interpersonal skills to support smooth project workflows.

• Proficiency in Google Suite is preferred, including Google Sheets for project tracking and data entry.
• Experience with Excel, including sorting, equations, and formulas for organizing and analyzing project data.
• Functional and working knowledge of computers and common office software applications.
• Excellent oral communication skills and positive interpersonal skills to interact effectively with team members and stakeholders.
• Strong organizational and planning skills to manage multiple projects and deadlines.
• Self-motivated and proactive approach to work, with the ability to take initiative and follow through on tasks.
• High level of attention to detail to ensure accuracy in data entry, documentation, and project records.
• Administrative support experience, including data entry and document processing.
• Ability to manage project documentation, project setup, and project coordination tasks in a commercial project environment.

• Experience with PDF-XChange or similar PDF tools for adding bookmarks and organizing plans and specifications.
• Ability to read blueprints and understand specifications to support accurate project data entry.
• Experience in construction administration or commercial project assistance.
• Experience as a project data entry specialist, detailing coordinator, architectural assistant, or commercial project management support is beneficial.
• Familiarity with Microsoft Office for general administrative tasks and documentation.
• Experience working with project documentation and detailing processes in a commercial or architectural setting.

This is an onsite role in a professional office environment supporting commercial construction and project detailing activities. The position follows a Monday through Friday schedule, typically from 8:00 a.m. to 4:30 p.m., with some flexibility as needed. Work is…