The Administrative Assistant for Construction supports the construction department
by managing communications, scheduling, documentation, and compliance tasks.
This role ensures smooth coordination between clients, subcontractors, and the
internal team, while maintaining accurate records, facilitating project logistics, and
supporting the efficient execution of construction projects. The ideal candidate is
highly organized, detail-oriented, and capable of managing multiple responsibilities
in a fast-paced environment.

Principal Responsibilities:

Email and Communication Management:

● Managing and monitoring emails.
● Following up on new leads.
● Communicating with clients about current and upcoming projects.
● Reviewing internal emails for updates.

Billing and Documentation:

● Forwarding bills from subcontractors to the billing department, including the
project number.
● Preparing purchase orders in collaboration with the billing department.
● Notifying the billing department of expected costs, including project numbers
and related details.

Scheduling and Logistics:

● Scheduling projects with the head of construction.
● Scheduling construction staff for the following week by the end of the current
week.
● Sending weekly schedules to employees by Monday morning.
● Scheduling subcontractors and facilitating equipment rentals.
● Communicating schedules to clients and contractors.
Estimates, Budgets, and Reports:
● Working with the construction lead to create estimates using project budget
spreadsheets.
● Preparing estimates in QBO and sending them to clients for approval.
● Preparing daily and weekly reports for management on project progress.
● Notifying appropriate parties of required/requested change orders.
● Preparing and obtaining signed change order forms before commencing
additional work.

Project Preparation and Oversight:

● Obtaining project plans before scheduling work.
● Communicating expected timelines and payment schedules to clients before
the project starts.
● Ensuring contracts are executed and properly documented.
● Working with the purchasing team to procure equipment and job materials.
● Obtaining customer onboarding packets and signed contracts from new
clients.

Compliance and Permits:

● Preparing and submitting permits to building, health, and fire departments.
● Providing permit payments as required.
● Ensuring subcontractors submit necessary documentation before payment,
including COIs updated annually.
● Obtaining vendor packets and required documents from subcontractors.
● Acquiring city/county licenses before scheduling work.
General Administrative Tasks
● Overseeing document management and compliance with project
requirements.
● Maintaining progress pictures from foremen upon phase completion.
● Handling client inquiries
● Managing calendars and scheduling meetings for the head of construction
● Other tasks as required

Qualifications:
● Strong communication skills.
● Fluent in English and Spanish
● Proven ability to manage multiple projects simultaneously.
● Knowledgeable in G-Suite (Document, Spreadsheet, Presentation) and MS
Office (Word, Excel, PowerPoint) and Project Management Tools (Trello, Slack,
etc.)
● Excellent resource, planning and time management skills
● Must have a reliable internet connection and an appropriate working
environment for phone calls and virtual meetings
● Previous experience in logistics or construction is preferred.
● Previous experience with Quickbooks is preferred.

If you are interested in this job position please complete the following application
form https://forms.gle/4XbWEMu1MYtUEuTe8