Administrative Assistant

Job Summary

The Administrative Assistant provides administrative and clerical support to ensure the efficient operation of the construction office. This role involves coordinating office activities, maintaining project documentation, supporting project managers, communicating with clients and subcontractors, and ensuring accurate record-keeping.

Key Responsibilities

Manage daily office operations and administrative tasks.

Prepare, organize, and maintain construction project files and documentation.

Answer phone calls, emails, and correspondence professionally.

Schedule meetings, appointments, and site visits.

Assist project managers with preparing reports, contracts, purchase orders, and other project-related documents.

Maintain employee attendance records, timesheets, and leave records.

Coordinate with suppliers, subcontractors, and clients regarding documentation and schedules.

Process invoices, expense reports, and other financial documents for approval.

Maintain inventory of office supplies and place orders when required.

Organize and archive project records, permits, licenses, and compliance documents.

Prepare meeting agendas, take minutes, and distribute action items.

Ensure confidentiality of company and project information.

Support HR activities such as onboarding, document collection, and maintaining employee records.

Assist with health and safety documentation and compliance records.

Perform other administrative duties as assigned by management.

Job Requirements

Proficiency in Microsoft Office (Word, Excel, Outlook, and PowerPoint).

Excellent organizational and time-management skills.

Strong written and verbal communication skills.

Ability to multitask and prioritize work effectively.

Attention to detail and accuracy in document management.

Knowledge of construction terminology and project documentation is an advantage.

Ability to work independently and as part of a team.

Strong problem-solving and interpersonal skills.

Experience with ERP or construction management software is a plus.

Preferred Qualifications

Familiarity with construction contracts, purchase orders, and project documentation.

Knowledge of document control procedures.

Basic accounting or bookkeeping experience.

Ability to work in a fast-paced construction environment.

Working Conditions

Office-based with occasional visits to construction sites if required.

Standard working hours with flexibility to support project deadlines when necessary.