Project Admin Assistant
About the role
The Project Administrative Assistant provides critical support to preconstruction and construction teams by managing project documentation, coordinating administrative processes, and assisting with billing and change order activities. This role helps ensure the orderly flow of design and construction documentation, supports multiple project managers and project teams, and contributes to a positive, collaborative office environment.
Responsibilities
- Assist with the creation and maintenance of submittal registers during preconstruction.
- Order and coordinate office supplies for field offices during the pre-construction phase.
- Process, log, track, and manage the flow of all project documentation to ensure accuracy and timely distribution.
- Follow up on administrative compliance issues and ensure required documentation is complete and up to date.
- Assist with the development and processing of Requests for Information (RFIs) and submittals.
- Prepare subcontractor and owner change orders and enter them into the construction management software.
- Create, track, and monitor subcontractor and owner potential change orders (PCOs).
- Assist in updating drawings and specifications and ensure the latest versions are distributed to the project team.
- Review correspondence and reports, ensure timely responses, and disseminate information to relevant stakeholders.
- Review change order costs for accuracy, including verification of rates and markups.
- Track the status of change order work in coordination with the project manager and project superintendent.
- Assist with monthly owner applications for payment in cooperation with the project team and project accountant.
- Coordinate with project managers, superintendents, field engineers, and other team members to support multiple projects simultaneously.
- Plan, organize, and implement work priorities to maintain an orderly flow of design and construction documentation throughout the project lifecycle.
- Lead and support various administrative tasks, relying on experience and judgment to plan and accomplish goals while meeting deadlines.
- Maintain positive working relationships with internal team members and clients through professional communication and customer service.
- Perform a variety of complex administrative tasks and help guide the work of others when needed.
Requirements
- At least 1–4 years of experience in an administrative assistant role, preferably in the construction or service industry.
- Minimum of two years of construction-related experience or exposure.
- Working knowledge of the construction industry and construction processes.
- Intermediate proficiency with Microsoft Office Suite, including Word, Excel, and related tools.
Skills
- Experience in the construction industry is ideal.
- Experience in a service industry environment is beneficial.
Work Environment
This role is 100% onsite in a corporate office environment, with flexibility to visit job sites as needed. The position is currently based at an office on Research Boulevard and will relocate to a new office at 806 Quince Orchard in Gaithersburg, MD. Standard hours are approximately 7:00 a.m. to 3:30 p.m., providing a consistent daytime schedule.
The Project Administrative Assistant works closely with a small, collaborative administrative team and supports multiple project managers and project teams, including project executives, project managers, assistant project managers, superintendents, assistant superintendents, field engineers, project engineers, coordinators, and field staff. The culture emphasizes a friendly, family-oriented atmosphere with a strong focus on work/life balance and mutual support.
Benefits
- Medical, dental, and vision insurance.
- Company-provided short- and long-term disability coverage and life insurance.
- 401(k) plan with company match.
- Work-based bonuses.
- Paid time off with at least two weeks to start based on tenure.
- Opportunities for monetary growth after performance evaluations.
- Further education and training.
- Clear career growth opportunities.
- Regular company events and outings such as golf, baseball, and fishing.
Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include:
- Critical Illness, Accident, and Hospital coverage.
- 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).
Pay
The pay range for this position is $29.81 - $32.22/hr.
Schedule
Standard hours are approximately 7:00 a.m. to 3:30 p.m.
This is a Contract to Hire position based out of Gaithersburg, MD.