Admin Assistant

About the role

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.

Responsibilities

• 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.

Requirements

• 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.

Pay

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

Benefits

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan
• Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Schedule

Standard business hours, fully onsite in Madison, WI.