Key Responsibilities:
Administrative Duties: • Maintain organized records of all project documents including contracts, permits, change orders, and invoices.
• Prepare and manage reports, meeting agendas, minutes, and other documentation as required.
• Manage office supplies, equipment maintenance, and vendor relations.
• Assist with HR tasks including employee onboarding, timesheet collection, and leave tracking.
Supervisory Responsibilities:
• Supervise and coordinate office support staff to ensure efficient operations.
• Delegate tasks and evaluate performance of administrative team members.
• Ensure office procedures and policies are up to date and enforced.
• Liaise with project managers, foremen, and field teams to support construction activities.
Project and Financial Support:
• Assist in preparing bids, proposals, and project timelines.
• Support accounting with data entry, invoice tracking, expense reporting, and petty cash handling.
• Track and report project progress using spreadsheets or construction management software.
Compliance and Safety:
• Ensure all site and office documentation complies with local, state, and federal regulations.
• Assist in scheduling and organizing safety training and meetings.
• Maintain confidential employee and project records
Qualifications:
• Proven experience as an office administrator, supervisor, or similar role (construction industry preferred).
• Strong knowledge of office procedures, document management, and administrative systems.
• Familiarity with construction project documentation and terminology.
• Excellent written and verbal communication skills.
• Proficient in MS Office Suite (Word, Excel, Outlook); knowledge of construction software (e.g., Procore, Buildertrend, Sage) is a plus.
• Strong organizational and multitasking abilities.
• Leadership qualities and ability to motivate a small team.