Construction Administrative Assistant

Read carefully!!

NOTE : you must complete this assessment to apply: Upgrade to see actual info. If you do not complete the assessment we won’t contact you.

Are You the Right Fit?

Do you have strong communication skills and know how to handle conversations over the phone with confidence?
Can you articulate yourself clearly and professionally?

Do you have experience in construction or a service-based industry where you’ve worked with vendors and contractors?

Are you comfortable giving guidance to vendors and maintaining a strong presence in conversations including the tough ones?

Do you have a strong sense of urgency and take ownership of tasks until they’re completed?

Can you think on your feet, make judgment calls, and solve problems based on broad guidelines without needing constant oversight?

Are you someone who follows up thoroughly and asks the right questions in on-site situations?

Do you have the discipline and commitment to finish tasks with precision and organization before logging off for the day?

Do you thrive in a growth-oriented environment where you’re always improving your skills?

If you answered YES to most of these questions, we want to talk to you. If not, this isn’t the role for you.

About the Role

The Construction Administrative Assistant plays a key role in supporting the restoration and renovation team by managing administrative tasks, coordinating with contractors and vendors, and ensuring projects run smoothly. This position requires a proactive, highly organized individual who can anticipate needs, solve problems, and execute tasks efficiently without requiring constant supervision.
You’ll work closely with the Project Manager to ensure every detail is handled, deadlines are met, and budgets stay on track.

Responsibilities:

Scheduling & Calendar Management

-Maintain and update calendars for project scheduling
-Confirm and manage appointments with vendors
-Coordinate and reschedule meetings as needed

Task & Operations Support

-Monitor and update daily task lists
-Track and enter new tasks into the system
-Handle administrative calls and follow-ups

Data & System Management

-Develop and manage the department CRM (Buildertrend)
-Act as the main point of contact for vendors, contractors, and city authorities
-Maintain clear and effective communication within the department

Contractor & Invoice Management

-Collect and upload contractor documents (W-9s, ACH details, etc.) into Buildertrend
-Follow up with vendors to obtain invoices and required project documentation
-Work with the Project Manager and bookkeeper to ensure invoices are processed accurately during weekly meetings
-Maintain proper documentation and receipt entry into the system
-Source, screen, and onboard new vendors
-Build and maintain a reliable vendor list