CONSTRUCTION ADMINISTRATIVE ASSISTANT

Overview

Admin support for project managers and president, handling docs, meetings, and coordination.

Key Responsibilities

• billing
• document control
• bid management
• budget tracking
• proposal prep
• insurance tracking

Tasks

Assist project teams in creating billings for review and approval. Ensure project documentation is accurate, properly filed, and easily accessible. Set up and coordinate project and client meetings; prepare agendas, notes, and follow-ups. Plan, prioritize, and organize work to meet multiple deadlines while managing a variety of tasks each day. Prepare and format internal correspondence, reports, and presentations. Collaborate with the estimating team in organizing and preparing bid binders, communicating bid invitations, and compiling bid lists. Assist in coordinating company events or team functions as needed. Perform project document control, including executing and tracking contracts, purchase orders, change orders, submittals, specification books, and RFIs. Provide administrative support to the Project Management team and the company President. Assist in preconstruction efforts by creating proposals, gathering pertinent project information, and preparing the team for client presentations. Assist the President with scheduling, meeting preparation, and communication follow-ups. Maintain complete and organized digital and physical project files. Support project managers in tracking budgets, change orders, and financial documentation. Assist with company marketing initiatives and manage social media content and engagement. Request and track insurance certificates and other project requirements from subcontractors.

Requirements

• procore
• sage300
• excel
• word
• organized
• detail-oriented

What You Bring

Ability to learn and use construction management and accounting software (Procore, Sage300). Strong organizational and time management skills with the ability to multitask effectively. We are seeking a highly organized and detail-oriented Construction Administrative Assistant to support our Project Managers and the President. This role is essential in keeping projects and operations running smoothly — allowing the project management team to focus on client satisfaction, schedules, and project execution. The ideal candidate thrives in a fast-paced environment, manages multiple priorities, and enjoys serving as a central hub for communication and organization within a growing custom home builder. Self-motivated and proactive in problem-solving and follow-up. Proficient in Microsoft Excel, Word, and general office software. Professional demeanor and team-oriented mindset. Excellent interpersonal and communication skills for interaction with staff, clients, and subcontractors. High attention to detail and accuracy in document handling and data entry.

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Benefits

o Technology stipends for personal phone use ($600 annually) or company-provided cell phones. Annual Salary Range: $48,000-$52,000, depending on experience and qualifications o Flexible Spending Account (FSA) for healthcare and dependent care expenses. o Mileage reimbursement or a future vehicle allowance for business travel. o The company pays group life insurance coverage; optional disability coverage is provided for enhanced financial security. -Holiday Pay: Seven paid holidays annually, including a floating holiday of your choice, plus a half-day off on Christmas Eve. -Culture of Collaboration and Fun: Join a team where your contributions are valued and camaraderie is prioritized. We celebrate milestones, host quarterly team-building events, and encourage open communication and creativity. -Paid Time Off: Paid vacation (1–3 weeks based on tenure), 7 holidays, and sick leave with carryover options. -Health Benefits: Comprehensive group health insurance with a company contribution of 90% toward the base plan for employees. Buy-up options are available for enhanced coverage, including additional elective dental and vision insurance. -Competitive Salary & Bonuses: We offer a substantial starting salary and performance-based bonuses. -Retirement Savings: A 401(k) plan with a 3% guaranteed company match, starting the first calendar quarter after one year of employment. Options for pre-tax or Roth contributions are available. -Professional Development: Ongoing opportunities for training, certifications, and mentorship programs to help you grow within your role and advance your career.

About mcneil company

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