Construction Administrative Assistant

Job Purpose

The Construction Administrative Assistant provides comprehensive administrative support to ensure the efficient operation of construction projects and related business functions.

Responsibilities

• Project Financial & Accounts Receivable Support: Manage construction accounting workflows, monitor job costs, prepare monthly project pay applications (G702/G703) with lien waivers, and collaborate with the Accounts Receivable team to submit and track invoices.
• Permitting, Licensing & Compliance: Submit and track permit applications, maintain Notice of Commencement (NOC) documentation, oversee contractor license renewals and municipal registrations, and ensure compliance records remain current and organized.
• Executive & Administrative Coordination: Coordinate executive and project team travel, manage confidential documents, serve as a liaison between executives and internal/external partners, record meeting minutes, and provide in-house notary services for project and financial documents.
• Project & Operational Support: Assist with special projects by coordinating resources, tracking progress, creating digital presentations, and handling general administrative tasks including filing, packing, and shipping materials.
• Organization & Team Support: Maintain accurate project documentation, support day-to-day office operations, and perform additional administrative and operational duties as needed.

Requirements

• Construction Administration Experience: 3–5 years of construction administrative experience, including financial coordination, with a strong understanding of accounts payable/receivable, pay applications, and financial reporting.
• Technical & Software Proficiency: Proficiency with construction management software (e.g., Procore, Sage, Ariba, or Viewpoint) and strong computer skills, including Microsoft Word, Excel, PowerPoint, and Adobe Illustrator.
• Compliance Knowledge: Experience managing permitting, contractor licensing, municipal compliance, and related project documentation.
• Professional Skills: Excellent communication, interpersonal, organizational, multitasking, and problem-solving skills, with strong attention to detail and the ability to work independently, meet deadlines, and thrive in a fast-paced, ever-changing environment.
• Certification: Valid Notary Public certification or the willingness to obtain certification upon hire.