Administrative Assistant

The position offers a short term contract employment opportunity in the construction industry.

Responsibilities:

• Manage and respond to inbound and outbound calls, emails, and schedule appointments to facilitate smooth communication within the team.
• Utilize Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook) for data entry, project documentation, and correspondence.
• Serve as a point of contact between the construction team, external vendors, and subcontractors, ensuring efficient communication and coordination.
• Prepare, maintain, and track project documents such as contracts, permits, change orders, and invoices, ensuring all are up-to-date and filed correctly in the system.
• Assist project managers in coordinating construction schedules and material deliveries.
• Monitor project timelines, following up with vendors, subcontractors, and team members to ensure deadlines are met.
• Ensure project permits, inspections, and compliance requirements are submitted and approved on time.
• Process and track change orders, purchase orders, and vendor invoices.
• Handle office logistics, order office supplies, maintain office equipment, and assist in coordinating company events and training sessions.
• Provide regular updates to project managers and team members on project status and potential issues. • Proficient in Microsoft Office Suite including Excel, Word, PowerPoint, and Outlook
• Experience in handling both inbound and outbound calls
• Strong customer service skills and ability to professionally handle customer inquiries
• Capability to perform data entry tasks with accuracy and attention to detail
• Able to manage email correspondence in a professional and timely manner
• Experience in scheduling and managing appointments
• Ability to work with external vendors and manage subcontractor bids and agreements
• Familiarity with the construction industry is a plus
• Ability to multitask, prioritize, and manage time effectively
• Strong communication and interpersonal skills
• High level of organizational skills
• Able to work in a team as well as independently
• Problem-solving skills with a proactive approach.