Job Summary
The Construction Administrative Assistant supports both procurement operations and project execution across residential construction projects from initiation through completion. This role assists in managing contracts, purchasing, and vendor coordination while helping ensure projects are delivered on time, within budget, and in alignment with plans and specifications.
The Construction Administrative Assistant collaborates closely with Project Management, Architecture, Design, the Director, as well as contractors and vendors to support efficient project execution. This role ensures clear communication across teams, maintains accurate and organized project documentation, and contributes to the successful delivery of high-quality results.
Duties and Responsibilities:
- Prepare, review, negotiate, and administer contracts, subcontracts, and purchase orders
- Analyze cost proposals and maintain accurate, up-to-date pricing information in Excel spreadsheets
- Procure materials and services in accordance with designer and architect specifications, ensuring accuracy, timely delivery, and adherence to budget.
- Coordinate closely with subcontractors to track orders, deliveries, and timelines
- Confirm accuracy of contract terms, pricing, and delivery schedules
- Review invoices for accuracy and compliance with contractual agreements
- Maintain vendor and subcontractor performance records and databases
- File contract amendments and related documentation
- Serve as one of the points of contact for contractors, addressing questions, issues, and updates
- Provide regular updates and reporting to leadership
Collaboration & Compliance:
- Act as a liaison between the organization, subcontractors, vendors, and clients
- Collaborate with internal teams to support project execution and delivery
- Promote best practices in procurement, contract administration, and construction project management
Required Skills and Abilities
- Strong Microsoft Office, Excel, Word experience
- Administrative support experience with exposure in both procurement and jobsite coordination, working with subcontractors, vendors, and permits/inspections
- Knowledge of procurement, contract management principles, and subcontractor coordination
- Advanced proficiency in Microsoft Excel for pricing and procurement tracking
- Excellent organizational skills and attention to detail
- Strong time management skills with the ability to meet deadlines
- Effective communication and interpersonal skills, with the ability to serve as a key point of contact
- Strong analytical and problem-solving abilities
- Ability to manage multiple priorities in a fast-paced environment
Preferred (Not Required)
Bilingual in Spanish
