construction administrative assistant.

We are seeking a highly organized and detail-oriented Construction Administrative Assistant to provide essential administrative support to our project management and project accounting teams. In this role, you will maintain accurate and up-to-date legal documents and project files, ensuring all project information is well-organized and easily accessible. You will also assist with various project-related tasks, including procurement, document management, and communication with subcontractors and vendors. Flexibility and a collaborative attitude are key as you support and assist team members as needed to ensure the smooth execution of projects. If you're looking for an opportunity to contribute to a dynamic team and play a key role in the success of construction projects, we encourage you to apply.  

Requirements:

• A proactive, self-motivated individual who thrives in an independent work environment and is skilled at problem-solving.
• Takes ownership of maintaining accurate and organized records across multiple projects, collaborating effectively with project managers, engineers, and architects to ensure nothing is overlooked.
• Provides clerical support as needed, such as sorting mail, answering calls, taking messages, and following up with clients or customers, adapting to the team’s needs.
• A strong sense of time management is crucial, as meeting deadlines and prioritizing tasks efficiently are essential in this role.
• A solid understanding of office software, particularly Microsoft Word and Excel, is required to manage the flow of information and support day-to-day operations seamlessly.

This role requires someone who is both detail-oriented and flexible, similar to how strong customer service drives success in dynamic settings like sales or project management. Your ability to juggle priorities while remaining organized and efficient will be key to contributing to the overall success of the team.

THE ESSENTIALS: 

• Understanding and in-depth knowledge of AIA documents and certificates of insurance/Florida Lien Law. 
• strong interpersonal skills. 
• Able to approach problems both logically and creatively. 
• strong verbal and written communication skills. 
• Minimum of 3 years in the construction industry required. 
• Knowledge of AIA documents, specifically G702-703 required.
• Experience with Bluebeam/Adobe Writer or other .pdf required.
• Dropbox or equivalent experience preferred.

 



salary: $52,000 - $65,000 per year
shift: First
work hours: 7 AM - 4 PM
education: High School

Responsibilities

• Regularly meet with the Project Manager and Accountant to identify and address job needs, including tracking submittals, RFIs, and following up with subcontractors or suppliers.
• Set up appropriate electronic and physical files when a new job number is assigned.
• Review each project to understand its specifics, billing/payment cycles, and assist with payment applications and lien releases.
• Create project packages for Superintendents with necessary documents like OSHA posters and daily reports.
• Provide the Project Field Book to the Superintendent before project start.
• Procure, log, and upload subcontracts, contracts, change orders, and payment applications, ensuring proper approvals and tracking.
• Update subcontractor Bid List with any changes to contact details.
• Create and update drawing logs for owner contracts and subcontract packets.
• Assist Project Managers with distributing bid invitations, drawings, RFI responses, and managing related communications.
• Follow up with subcontractors to ensure all scopes are fully vetted after bid invitations.
• Review vendor subcontracts and purchase orders for completeness, ensuring proper signatures and approvals before uploading.
• Assist Project Managers during bid and proposal days with document preparation, calls, and other needs.
• Assist with bidding exercises, including creating the Bid Book and managing bids from subcontractors.
• Manage change orders, correspondence, and maintain logs of shop drawings for approval.

Skills

Maintaining Calendars

Preparing Agendas

Organization

Answering Phones

Written Communication

Administrative Duties

Prioritizing

Working Independently

Vendor Management

Scheduling

Oral Communication

Problem Solving

Decision Making

Deadlines

Project Management

Microsoft Excel (3 years of experience is required)

Microsoft Word (3 years of experience is required)

Data Entry (5 years of experience is required)

Reporting

AIA Documents

Qualifications

Years of experience: 5 years

Experience level: Experienced

Randstad is a world leader in matching great people with great companies. Our experienced agents will listen carefully to your employment needs and then work diligently to match your skills and qualifications to the right job and company. Whether you're looking for temporary, temporary-to-permanent or permanent opportunities, no one works harder for you than Randstad.

Equal Opportunity Employer: Race, Color, Religion, Sex, Sexual Orientation, Gender Identity, National Origin, Age, Genetic Information, Disability, Protected Veteran Status, or any other legally protected group status.

At Randstad, we welcome people of all abilities and want to ensure that our hiring and interview process meets the needs of all applicants. If you require a reasonable accommodation to make your application or interview experience a great one, please contact HRsupport@randstadusa.com.

Pay offered to a successful candidate will be based on several factors including the candidate's education, work experience, work location, specific job duties, certifications, etc. In addition, Randstad offers a comprehensive benefits package, including health, an incentive and recognition program, and 401K contribution (all benefits are based on eligibility).

This posting is open for thirty (30) days.