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Construction Administrative Assistant

4 months ago

Buffalo, United States Search Solution Group Full time
Job DescriptionJob Description

Key Responsibilities:

  1. Document Management:

    • Manage and organize project documentation, including contracts, permits, drawings, and correspondence.
    • Ensure all documents are accurately filed, maintained, and easily accessible for reference.

  2. Communication:

    • Serve as a point of contact for internal and external stakeholders, including contractors, suppliers, and clients.
    • Answer phone calls, respond to emails, and relay messages to the appropriate parties.
    • Assist in drafting and distributing internal and external communications as needed.

  3. Scheduling and Coordination:

    • Assist in scheduling meetings, appointments, and site visits for project managers and team members.
    • Coordinate travel arrangements and accommodations for staff when necessary.
    • Maintain calendars and schedules to ensure deadlines are met.

  4. Data Entry and Reporting:

    • Input data into project management software or spreadsheets accurately and in a timely manner.
    • Generate reports, presentations, and other documents as requested by management.
    • Track project expenses, invoices, and purchase orders.

  5. Support Administrative Tasks:

    • Assist with preparing bid packages, proposals, and contracts.
    • Order and maintain office supplies and equipment.
    • Handle incoming and outgoing mail and deliveries.

  6. Quality Assurance:

    • Assist in maintaining quality control standards by ensuring documentation accuracy and completeness.
    • Participate in the review and verification of project documentation for compliance with regulations and company policies.

Qualifications and Skills:

  • High school diploma or equivalent; additional education or certification in office administration or a related field is a plus.
  • Proven experience as an administrative assistant, preferably in the construction industry.
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and project management software.
  • Strong organizational skills with the ability to prioritize tasks and meet deadlines.
  • Excellent communication skills, both written and verbal.
  • Attention to detail and accuracy in data entry and record-keeping.
  • Ability to work effectively in a fast-paced environment and collaborate with team members.
  • Knowledge of construction terminology and processes is desirable but not required.