Construction Admin Assistant

About the role

The Construction Admin Assistant supports the Project Management team by handling all administrative tasks required for client construction projects from inception through close‑out. Working closely with Project Managers and the Office Manager, the role maintains project documentation, coordinates vendor and procurement processes, and tracks budgets and invoices.

Key responsibilities

• Establish file structures and enter project details into budget tracking forms.
• Coordinate with client procurement teams to set up vendor accounts and verify eligibility.
• Gather and submit vendor documentation (W9s, banking letters) and process purchase order requests.
• Manage change order submissions, ensuring alignment with existing budgets.
• Guide vendors through invoicing procedures and record approved invoices in budget workbooks.
• Review budget entries for accuracy and monitor vendor purchase order balances.
• Obtain lien waivers, maintain tenant‑improvement documentation, and prepare project close‑out checklists.
• Collect as‑builts, manuals, warranties, and final lien waivers for client finance teams.
• Provide daily administrative support to Project Managers and vendors, and assist with general office tasks.

Required profile

• High school diploma required; college degree preferred or equivalent experience.
• Minimum of 2 years of project management or construction support experience.
• Strong written and verbal communication with a professional demeanor.
• Highly organized, detail‑oriented, and able to manage multiple projects simultaneously.
• Self‑starter capable of working independently with minimal direction.
• Adaptable and composed in fast‑paced or changing environments.
• Valid driver’s license and reliable transportation.

Required skills

• Proficiency with Microsoft Office 365, especially Excel and Outlook.
• Experience with construction accounting and understanding of A/P, A/R, and budget cycles.

What we offer

• Opportunity to build a long‑term career in construction, property management, or design.
• Room for professional growth within a leading real‑estate firm.