Construction Administrator / Executive Assistant

About the role

Reframe Systems seeks a sharp, organized professional to support both field operations and executive leadership. The role blends construction administration with executive assistance, handling vendor logistics and site coordination in the morning and calendar and communications in the afternoon.

Key responsibilities

• Coordinate with vendors, contractors, and site teams on scheduling, access, and logistics.
• Track and manage open construction tasks and work items in Jira.
• Source, book, and follow up with service vendors such as cleaning, inspections, and deliveries.
• Monitor site progress, flag blockers or scheduling conflicts, and assist with permit tracking, punch lists, and closeout documentation.
• Conduct or coordinate periodic site visits at Maine‑based locations.
• Manage calendar, scheduling, and meeting coordination for the Director of Field Operations.
• Draft routine correspondence, organize project documentation, and prepare status updates and briefing materials.
• Handle expense tracking and corporate card reconciliation.

Required profile

• Experience in construction administration, project coordination, or a related field.
• Strong organizational skills with close attention to detail.
• Comfortable working independently and managing competing priorities.
• Clear, professional written and verbal communication.
• Ability to thrive in a fast‑moving startup environment.

Required skills

• Proficiency with project management tools such as Jira or similar.
• Experience using Google Workspace.
• Familiarity with expense platforms like Ramp.