This role supports the Chief Financial Officer (CFO), Vice President of Operations, and Vice President of Preconstruction. The Administrative Assistant ensures smooth day-to-day operations by handling administrative tasks, assisting with accounting processes, and supporting project and preconstruction activities. Experience in commercial construction is essential, along with strong organizational, communication and multitasking skills.
Reports to: CFO, VP of Ops, VP of Preconstruction
Essential Duties and Responsibilities
Front Office Administration
- Schedule / organize meetings, arrange catering, and make travel arrangements
- Prepare correspondence and documents using MS Word, Adobe, etc.
- Perform other clerical duties to include but not limited to photocopying, faxing, mailing, and filing.
- Order supplies and maintain inventory
- Maintain office equipment and refresh paper and toner supplies
- Preparing and creating Binders for Projects/Bids
- Preparing documents/binders/bound notebooks for Bid Submissions
- Other projects assigned.
Accounting Support
- Prepare Waivers (Conditional/Unconditional)
- File accounting records and assist with other financial tasks as assigned.
- Other duties as assigned
Operations & Project Administration
- Facilitate communication and information flow among project team members and stakeholders.
- Organize project documents (contracts, plans, specifications) and ensure adherence to safety and compliance requirements.
- Document job meetings; coordinate approvals, applications for payment, and reporting.
- Support procurement processes, subcontract change orders and project closeout (warranties, final payment, records retention).
Preconstruction Support
- Assist with bid/proposal preparation.
- Coordinate with estimating and gather data for proposals.
Additional Projects & Miscellaneous
- Assist with special projects and initiatives as assigned by management.
- Conduct research, gather data, and provide analysis to support decision-making.
- Uphold high standards of safety, ethics and compliance in all interactions and activities.
- Personal errands for LB, HR, CF as needed; ordering lunch(s) other tasks.
Qualifications
- Proficient in computer applications, including Microsoft Office Software and other required administrative software for Project delivery-Adobe Professional, ERP Software
- Demonstrated interpersonal skills
- Able to function successfully in a fast paced, team atmosphere
- Detail oriented and strong organizational skills required.
- Excellent problem-solving skills and capacity to identify and resolve problems in a timely manner
- Strong written, and verbal communication skills
- Ability to maintain a high degree of confidentiality and exercise discretion and appropriate judgment in handling sensitive material
- High attention to detail, accuracy, and thoroughness
- Mature and self-directed
- Demonstrated ability to perform customer service with positive results
- Work independently as well as in a collaborative environment
- Customer service oriented
- Planning, calendaring, and organizing
- Attention to detail and accuracy
- Flexibility and adaptability
- Knowledge of operation of standard office equipment
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