Construction Administrative Assistant

Job Details: Job Location: Fairfield Home Office

• FAIRFIELD, NJ, Position Type: Full Time, Education Level: High School, Salary Range: $70000.00 - $90000.00Salary/year, Job Shift: Monday through Friday; Days, Summary: The Construction Administrative Assistant must be able to communicate professionally and demonstrate the ability to submit quality work internally and externally. This role involves administrative functions and reports directly to the Construction Contracts & Operations Manager. This position is based out of our Fairfield Main Office. Location: Hybrid The candidate will be a team player working cohesively with the entire construction department both in person and at remote locations.

Essential Duties and Responsibilities

Serve as a primary administrator for document control within Procore, including drawings, correspondence and insurance. Drawing management: Upload all drawings and revisions to Procore and plot/print hard copies when requested for both the main office and the construction sites. Coordinate with design professionals when page numbering errors are noted prior to uploading.

Ensure design professionals are familiar with submitting via Procore Correspondence. Provide project teams with drawing logs on a weekly basis. Contact management: Maintain all directories with current information and distribute contact information in accordance with established procedures. Insurance tracking: Ensure all contractor certificates of insurance are current in Procore.

Proactively request renewal certificates prior to expiration. Assist with the collection of other compliance documents as needed. Create and maintain rental equipment logs including model numbers, serial numbers, dates of rental, replacement values, etc. Request certificates of insurance for rental equipment. Maintain organized digital and hard copy project documentation as required by project teams.

Coordinate and manage project closeout documentation, including warranties, as-builts, and O&M manuals, ensuring complete and accurate turnover to Property Management. Provide overall administrative support to the construction team. Other duties and projects as assigned. Competencies: To perform the job successfully, an individual should demonstrate the following competencies Strong verbal and written communication skills.

Excellent organizational skills and attention to detail. Excellent time management skills with a proven ability to prioritize and meet deadlines. Strong analytical, mathematical, and problem-solving skills. Ability to act with integrity, professionalism, and confidentiality.

Qualifications

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education

and/or Experience Associates or Bachelors Degree in Accounting, or equivalent experience with construction accounting, required. 3+ years experience in the construction industry is required Experience and proficiency with Microsoft Suite programs (Word, Outlook, Excel) Experience with Procore and Timberline (Sage) or similar construction software Ability to communicate professionally via emails and phone calls Coordinate multiple projects simultaneously with attention to detail and accuracy Strong organizational and time management skills