Administrative Specialist

Administrative Specialist

Location: Southwest Portland, OR

Salary: $60,000 - $70,000 annually

Employment Type: Full-Time

Our client is a growing and reputable construction company based in Southwest Portland, specializing in commercial and residential projects across the region. Known for their commitment to quality, safety, and client satisfaction, they foster a collaborative, fast-paced environment where teams work closely to deliver projects on time and within budget. They are seeking a highly organized Administrative Specialist to support daily operations and keep projects running efficiently behind the scenes.

The Administrative Specialist will play a key role in supporting project teams, office operations, and leadership. This position acts as a central point of coordination for project documentation, scheduling, and communication, helping ensure smooth execution across multiple construction projects.

• Provide administrative support to project managers, estimators, and leadership
• Coordinate project documentation including contracts, permits, and change orders
• Manage calendars, schedule meetings, and assist with project timelines
• Track and maintain project files, ensuring accuracy and compliance
• Assist with job costing support, invoice tracking, and purchase orders
• Communicate with subcontractors, vendors, and clients as needed
• Prepare reports, bid packets, and internal documentation
• Support office operations including supplies, vendor coordination, and general administrative needs

Required:

• 2+ years of administrative experience, ideally within construction, engineering, or a related field
• Strong organizational skills with the ability to manage multiple projects simultaneously
• Excellent attention to detail, particularly with documentation and data tracking
• Strong communication skills, both written and verbal
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint)
• Ability to work in a fast-paced, deadline-driven environment

Preferred (Nice-to-Have Software Experience):

• Procore or other construction management software
• Bluebeam Revu for plan review and document control
• Quick Books, Sage 100 Contractor, or similar accounting tools
• Plan Grid / Autodesk Construction Cloud
• Smartsheet, Asana, or Microsoft Project for project tracking
• Adobe Acrobat for contract and document management

• Competitive salary ($60,000 - $70,000)
• Comprehensive medical, dental, and vision benefits
• Paid time off and holidays
• 401(k) with employer contribution (if applicable)
• Stable pipeline of projects and growth opportunities
• Collaborative, team-oriented culture within a respected construction firm

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance.