Project Administrative Assistant

Key Responsibilities

• Maintain and organize project records, including tracking submittals, lien waivers, contract compliance documents, and daily production quantities.
• Ensure all files are current, accurate, and easily accessible.
• Enter and review project-related invoices to ensure they align with budgetary guidelines.
• Collaborate with project managers and team members to create, submit, and manage subcontracts and purchase orders.
• Track and manage the timely receipt of lien waivers to ensure compliance with contractual requirements.
• Issue vendor payments once requirements have been met.
• Affirmatively assist in tracking project quantities related to daily production and verifying accuracy.
• Generate and submit monthly progress billings along with tracking payments.
• Provide general clerical support, including data entry, file maintenance, answering phones, and other tasks to assist with the smooth operation of the project team.

Qualifications

• A high school diploma or equivalent; an Associates degree or relevant administrative certification is a plus.
• 3-5+ years of accounting experience, preferably within the construction industry.
• Proficiency required in the use of Microsoft Windows applications: Word, Excel and Outlook.
• Strong organizational skills with attention to detail and accuracy.
• Ability to prioritize multiple assignments and meet deadlines in a fast-paced environment.
• Strong communication skills, both written and verbal.