Construction Administrative Assistant

This is a remote position.

• Download submittals, RFIs, and other relevant documents from the General Contractor’s online portal (e.g., Procore, Helix, etc.).
  
• File and categorize these documents according to project-specific guidelines.
  
• Ensure proper version control of all documents, maintaining the latest versions for review.
  
• Maintain accurate records of all received submittals and RFIs, including dates of receipt and deadlines for responses.
  
• Track the status of all submittals and RFIs to ensure timely processing and response.
  
• Update and maintain project logs and reports to reflect the current status of all documents.
  
• Archive and maintain historical documentation for future project needs or audits.
  
  

• Collaborate with project managers, coordinators, engineers, and other team members to ensure that submittals and RFIs are reviewed and responded to within required timeframes.
  
• Return reviewed and approved documents via the General Contractor’s online portal.
  
• Communicate with the General Contractor regarding any issues or delays in document processing.
  
• Act as a liaison between vendors, subcontractors, and internal teams to facilitate smooth document workflows.
  
• Coordinate and schedule meetings between project stakeholders, as needed.
  

• Ensure that all documents are complete, accurate, and in compliance with project requirements before submission or filing.
  
• Assist in the preparation of any required documentation for project closeout.
  
• Review and verify compliance with contractual requirements, regulatory standards, and safety guidelines.
  
• Conduct periodic audits of documentation to ensure consistency and accuracy.
  

• Provide general administrative support to the construction administration team, including scheduling meetings, preparing correspondence, and handling other clerical tasks as needed.
  
• Support the team in maintaining and updating project schedules, tracking progress on key deliverables.
  
• Handle correspondence, including responding to and managing document requests.
  
  

Requirements

• Proficiency in construction management software (e.g., Procore, Helix) and demonstrated ability to navigate and utilize industry-specific tools for document control, tracking, and collaboration
  
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) for managing documents, tracking data, and effective communication
  
• Knowledge of construction documents, processes, and terminology to aid in the efficient handling and management of submittals, RFIs, and related project documentation (Basic level)
  
• Skill in organizing and maintaining documents with attention to detail and accuracy in categorizing, filing, and version control of project documentation
  
• Strong communication and interpersonal skills to facilitate collaboration across teams and communicate effectively with General Contractors and project stakeholders
  
• Ability to maintain confidentiality and handle sensitive information
  
• Ability to work successfully in a remote environment thru effective communication and organizational skills, self-motivation, proactiveness and resourcefulness in a distraction free workspace
  
• Ability to maintain neat, orderly, complete documents and project files
  
• Ability to work successfully as a member of a team and independently with supervision
  
• Ability to work under pressure and meet close deadlines
  
• Organizational skills, with the ability to manage multiple tasks simultaneously, and adapt to changing business requirements as necessary
  

• Frequently required to remain in a stationary position
  
• Frequently moving through home office
  
• May occasionally lift up to 20 pounds
  

• Up to 5%, this may include travel to any or all 50 US states
  
• Travel is defined as physically leaving home on behalf of business activities including but not limited to client sites, meetings with other employees, meeting for business development purposes, running errands on behalf of the business, attending industry conferences, etc.
  

• Minimum of three years of experience in a professional office or consulting services environment and providing construction administration support
  
• High school diploma or equivalent
  
• Associate's degree in construction management, architecture, or a related field can substitute for a year of experience
  

Benefits

• Choice of comprehensive medical plans (including two PPO-style plans and a HDHP w/ HSA option)
  
• Health reimbursement account (HRA), flex spending accounts (FSA)
  
• Dental and vision plans
  
• Comprehensive medical, dental and vision benefits extended to spouse / domestic partner and dependent children up to age 26
  
• 401k with company match and self-directed brokerage account option
  
• PTO including additional paid time off during the last week of the year
  
• Company paid life insurance coverage for employees and their eligible dependents
  
• Short and long-term disability, AD&D coverage
  
• Professional development opportunities, tuition reimbursement and professional licensing assistance
  
• Paid parental leave after one year of employment