Construction Administrative Assistant Job Description
Construction administrative assistant
provides tasks such as typing, filing, copying, transmitting data, ordering office supplies, scheduling appointments, booking travel arrangements and answering phones.
Construction Administrative Assistant Duties & Responsibilities
To write an effective construction administrative assistant job description, begin by listing detailed duties, responsibilities and expectations. We have included construction administrative assistant job description templates that you can modify and use.
Sample responsibilities for this position include:
Correspondence preparation, distribution and filing
Manage EDD calendar daily and schedule meetings
Book all travel for EDD as needed
Prepare monthly expense reports for EDD
Prepare and weekly construction schedules for EDD
Collect weekly flash reports from all EDD direct reports
Collect monthly expense reports for all development team members and track expenses
Prepare presentations for Executive team as required
Provide additional support to the Chief Administrative Office
Data entry and general administrative support for Sr Facilities Manager
Construction Administrative Assistant Qualifications
Qualifications for a job description may include education, certification, and experience.
Licensing or Certifications for Construction Administrative Assistant
List any licenses or certifications required by the position: GED
Education for Construction Administrative Assistant
Typically a job would require a certain level of education.
Employers hiring for the construction administrative assistant job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and High School Degree in Construction, Education, Associates, Business, Communication, General Education, Technical, Computer, Management, Administration
Skills for Construction Administrative Assistant
Desired skills for construction administrative assistant include:
Microsoft Office software
Answering phones
Concur
Filing
SAP
OSHA reporting
Scheduling
Areas of estimating
Budgeting/cost control
Client relationships
Desired experience for construction administrative assistant includes:
Orders and manages office supplies
Schedules resources such as people, meetings, appointments, rooms, and equipment
Answers telephone calls, takes messages, responds to questions, and directs callers to appropriate parties, as necessary
Manages documents (makes copies and maintains files)
Participates in the preparation of presentations, reports, spreadsheets and other documents
Provides IT / ATF Portal support during new employee on-boarding
Construction Administrative Assistant Examples
1
Construction Administrative Assistant Job Description
Job Description Example
Our company is looking to fill the role of construction administrative assistant. If you are looking for an exciting place to work, please take a look at the list of qualifications below.
Responsibilities for construction administrative assistant
- Manage and maintain VP of Design & Construction schedule, including booking appointments, scheduling conference calls, sending out meeting requests and calendaring regular meetings
- Acts as the fleet program liaison
- Performs other administrative support tasks as needed
- Create capital jobs in Lawson and monitor approvals in SharePoint
- Update job budget and date changes in Lawson
- Process vendor invoices & pay applications
- Provide administrative and clerical support to Construction Department as needed
- Maintaining and ordering of department supplies
- Interaction with Corporate staffs, Division Office staff and store management
- Maintain office and copier supplies
Qualifications for construction administrative assistant
- Strong administrative skills with a high attention to detail
- Assisting Project Managers with every aspect of their projects (pre-contract and post-contract)
- Assisting the Contracts Administrator (Processing sub contracts and executing sub contracts)
- Creating Vendor Packets, setting up proposals, insurance, and W-9 information
- Creating Sub Contracts by making sure all paperwork is in compliance, has signatures, and payroll is all in order
- Submittal packages, drawings, and estimates
2
Construction Administrative Assistant Job Description
Job Description Example
Our company is hiring for a construction administrative assistant. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for construction administrative assistant
- Closeouts, processing documents, retention, and equipment warranties
- Post contract will be your number 1 priority
- Candidates with some construction knowledge are preferred
- Prefer incumbent to be able to type 50 wpm
- Assist Project Managers as needed with Plan scanning
- Enter Purchase Orders and Change Orders into Timberline
- Scan and Upload Various documents to Sharepoint
- Scan and Upload Various documents to Projectmates
- Mail Contracts, Purchase Orders and Change Orders to Subcontractors for signature as needed or requested by Administration
- Retrieve and sort daily Contract Administration Mail
Qualifications for construction administrative assistant
- Understanding of sub-contractor insurance, certified payroll reports, and prevailing wage jobs
- Experience with submittal packages and Air Balance reports is preferred
- Proficient with all Microsoft Applications (Excel, Word, and Outlook)
- Extremely detail-oriented and can juggle numerous projects at once
- Must possess a valid driver’s license and the ability to drive
- Strong proficiency in Microsoft Word, Excel and PowerPoint are required
3
Construction Administrative Assistant Job Description
Job Description Example
Our innovative and growing company is looking for a construction administrative assistant. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for construction administrative assistant
- Review contracts for compliance, including pay requests and closeout documents, and follow-up with vendors to obtain necessary documents
- Track and monitor projects and record updates
- Process construction drawings and files
- Prepare contracts, contract amendments, and written project correspondence
- Route invoices for approvals and payments using accounts payable system
- Arrange travel and submit expense reports for team members
- Assure adherence to corporate information management policies
- Schedule and organize activities such as meetings, travel and conferences
- Prepare record keeping including invoice payment, check requests, expense reports and corporate credit card expense documents
- Prepare documents for execution and distribution after execution
Qualifications for construction administrative assistant
- Prefer at least 3 years of administrative or clerical experience with another Engineering or Construction firm or Public Utility such as Atlantic City Electric, JCP&L
- This is a Contract-to-Perm position and upon becoming perm will offer 100% medical, vision and dental, PTO, 401K, Interviews and computerized skills testing will be conducted
- Advanced proficiency in Excel, Word and Adobe Acrobat
- Prioritization of work schedule to maximize efficient time management with daily and specially requested tasks
- Demonstrate dependability, flexibility and teamwork
- Ability to follow complex oral and written instruction
4
Construction Administrative Assistant Job Description
Job Description Example
Our growing company is hiring for a construction administrative assistant. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for construction administrative assistant
- Answer all phone calls on main office phone lines including needs for operator assistance
- Provides administrative support to project managers and staff
- Proofreads and checks typed and other materials for accuracy, completeness and compliance with Authority and department standards, policies and procedures
- Maintains bidder and contractor databases
- Prepares, prints and distributes staff reports, checklists and related information for design and construction phases for Board review
- Assists project staff by preparing and/or typing memoranda, correspondence, and other technical documents using word processing, spreadsheet or database software and monitors progress and approvals, generates reports and develops materials for meetings
- Prepares travel and training requests
- Attend meetings as requested by the VP of Design & Construction, take thorough notes, distribute meeting summaries, and follow up on action items with agreed upon deadlines
- Assist with business development proposal preparation and presentations, as requested
- Be an active member of special projects teams such as supply chain, local store marketing, standards development, design and construction
Qualifications for construction administrative assistant
- Must pass "prove it" testing requirements for excel, word and power point
- Ability to be self-motivated and to perform duties independently
- Experience with LAN and computer hardware troubleshooting and repair preferred
- 2-year degree in Business (or equivalent)
- 8-10 years of experience in an Administrative capacity, preferably in the Construction Industry
- Knowledge of PlanGrid, TRIRIGA helpful
5
Construction Administrative Assistant Job Description
Job Description Example
Our growing company is looking to fill the role of construction administrative assistant. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for construction administrative assistant
- Scheduling, setting up and coordinating video conferences and audio conference bridges
- Filing, faxing, and copying
- Answering phones and taking effective messages for multiple employees
- Assists with agenda preparation for upcoming meetings and outstanding action items from meetings past
- Arranging travel schedule and reservations for VP of Design & Construction as needed, and reviews calendars and travel of team members
- Manage credit card statements and expense reporting for VP of Design & Construction, and assists with BD Team member’s expense reporting as needed
- Assist all members of D&C team in the creation of presentations, to include working within PowerPoint as needed
- Book internal/external venues for meetings and make any necessary catering arrangements
- Maintaining mailing lists of clients and partners
- Facilitate project contracts and proposals for execution
Qualifications for construction administrative assistant
- Ability to work in a diverse environment with minimal supervision and direction
- 3 - 5 years of progressively responsible administrative skills and some experience with preparing and monitoring a budget
- Computer literacy with specific familiarity with Microsoft Word, PowerPoint, Excel, Calendaring software, and Access – preference for some experience in maintaining a website
- Ability to work simultaneously on multiple tasks and projects with varying degrees of complexity
- Reliable, punctual, strong work ethic
- Possess working knowledge in Microsoft Office (Word, Excel, and PowerPoint) and Adobe Acrobat