Construction Administrator / Executive Assistant

About Us

Reframe Systems is a Physical AI and robotics company dedicated to making high-performance housing accessible and abundant in communities around the world. Through our vertically integrated delivery model and advanced microfactories, we aim to deliver resilient homes and buildings faster and more efficiently than traditional methods. Our modular buildings are manufactured in our Andover, MA facility, with plans to expand across North America and beyond. Our team combines expertise from architecture, robotics, design engineering, software, factory operations, and field delivery to innovate the housing industry.

Overview

We are seeking a dynamic individual to join our team as a part-time Construction Administrator and Executive Support Specialist. This role requires a blend of construction administration and executive support, ideally suited for someone who can balance vendor logistics and site coordination with executive-level responsibilities.

Responsibilities

• Coordinate with vendors, contractors, and site teams on scheduling, access, and logistics
• Track and manage open construction tasks and work items in Jira
• Book and follow up with service vendors (cleaning, inspections, deliveries)
• Maintain a close watch on site progress and address potential scheduling conflicts proactively
• Assist with permit tracking, punch lists, and closeout documentation
• Conduct or coordinate periodic site visits at Maine-based locations
• Manage calendar, scheduling, and meeting coordination for the Director of Field Operations
• Draft and send routine correspondence and follow-ups on behalf of leadership
• Organize and maintain project documentation, records, and vendor contacts
• Prepare summaries, status updates, and briefing materials
• Handle expense tracking and corporate card reconciliation

Qualifications

• Experience in construction administration, project coordination, or a related field
• Strong organizational skills with close attention to detail
• Comfortable working independently and managing competing priorities
• Proficient with project management tools (Jira or similar) and Google Workspace
• Clear, professional written and verbal communication
• Familiarity with construction drawings, specs, or official documentation
• Experience with executive or administrative support
• Background in expense platforms (Ramp or similar)
• Comfort working in a fast-paced startup environment

Nice to Have

• Detail-oriented and proactive, closing the loop without being asked
• Comfortable with ambiguity and shifting priorities
• Collaborative, with strong judgment about when to escalate
• Takes ownership and pride in keeping things organized and moving

Benefits

Reframe Systems is committed to fostering an inclusive workplace where all employees feel valued and respected. We are an Equal Opportunity Employer and welcome applications from individuals with diverse backgrounds and experiences. If you believe you have the skills to thrive in this role, we encourage you to apply. At this time, we are only considering candidates who are authorized to work in the U.S. without the need for current or future visa sponsorship.