- Junior
- Bureau à Austin
Job Summary
The Construction Administrative Assistant is a highly organized and proactive individual who provides essential administrative support to our dynamic construction team. They assist the project management team and handle documentation and communication across various teams in the residential division. The ideal candidate will possess strong organizational skills, attention to detail, and an understanding of construction processes to ensure smooth project execution.
Job Duties & Responsibilities
Administrative Support:
Provide day-to-day administrative support to the construction team and project managers.
Manage, organize, and maintain project documentation, including contracts, sub-contractor invoices and other required documents.
Assist in preparing and maintaining digital and physical project reports and related files.
Project Coordination:
Collect, enter, and process sub-contractor invoices in the accounting system and coordinate timely payments.
Organize and complete sub-contractor payment process and prepare for distribution
Communication:
Act as a liaison between sales and project managers to communicate monthly billing requirements to project assistants.
Maintain the monthly billing spreadsheet and provide supporting documents for customer invoices.
Manage phone calls, emails, and other communications to ensure timely responses.
Document Control:
Oversee filing systems for project-related documents and ensure all records are accurately kept.
Update and maintain customer check log, as needed.
Prepare bank deposits, as needed. Scan related documents to corporate office when deposits are made
General Office Support:
Perform general office duties such as filing, scanning, photocopying, and maintaining office supplies.
Manage inventory for office supplies.
Job Qualifications
Education:
High School Diploma or equivalent required; Associate’s degree in Business Administration or Construction Management preferred.
Experience:
- Prior administrative experience in Construction or similar industry preferred.
Familiarity with construction terminology, processes, and basic project management tools is a plus.
Skills:
Strong organizational and multitasking abilities.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
Knowledge of construction management software (e.g., Procore, Buildertrend) is a plus.
Excellent communication skills, both written and verbal.
Ability to work independently and as part of a team in a fast-paced environment.
Strong attention to detail and problem-solving skills.
Job Qualifications
Able to work a varied schedule to complete projects and meet deadlines in response to changing demands.
Able to work in fast paced environment with high daily pressure to meet deadlines.
Able to perform work indoors in an office environment, regardless of whether cubicle, open office or private office.
Physical Requirements
Able to demonstrate the manual dexterity to operate a personal computer effectively.
Able to communicate orally in a clear manner.
Able to hear oral communication either in person or on equipment such as telephone or mobile phone.
Able to operate a personal computer, either desktop or laptop, for extended periods of time creating, composing and reviewing documents and spreadsheets.
Able to operate office equipment, including telephone, mobile phone, photocopier, fax machine, scanner and calculator.
Direct reports
This position has no direct reports.
*We are an Equal Opportunity Employer*
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