Duties
- Project Documentation & Record Management
- Establish and maintain comprehensive project files, including contracts, permits, architectural drawings, specifications, and all project correspondence
- Prepare, distribute, and archive meeting minutes, project reports, daily logs, and status updates with accuracy and timeliness
- Manage and track submittals, RFIs (Requests for Information), change orders, and other critical project documents through completion
- Develop and maintain detailed spreadsheets and tracking systems for budget monitoring, schedule adherence, and deliverable management
- Input and maintain accurate data in construction management software and electronic databases
- Compile and consolidate information from multiple sources into comprehensive reports, correspondence, and program status documents
- Ensure document version control and proper filing systems for easy retrieval and audit compliance
- Provide general office support functions to enhance team productivity
- Communications & Coordination
- Act as the primary liaison between clients, general contractors, subcontractors, architects, engineers, and consultants
- Schedule, coordinate, and prepare agendas for project meetings, conference calls, and site visits
- Facilitate clear and timely communication flow between field personnel and office staff
- Manage incoming calls, emails, and correspondence related to active projects with professionalism and efficiency
- Distribute project information and updates to appropriate stakeholders
- Coordinate with external agencies regarding permits, inspections, and regulatory requirements
- Financial & Administrative Support
- Process and track invoices, purchase orders, and progress billing in accordance with contract terms
- Manage construction phase procurement activities, including ordering, scheduling deliveries, receiving materials, and order tracking
- Monitor project budgets and expenses, maintaining accurate financial records and assisting with reporting
- Coordinate equipment rentals, material deliveries, and project logistics to support field operations
- Administer vendor claims and maintain vendor relationship databases
- Support project closeout activities, including final documentation and warranty tracking
- Compliance & Quality Assurance
- Monitor and document compliance with applicable building codes, permit requirements, and OSHA safety regulations
- Track project milestones, critical deadlines, and deliverable schedules using project management tools
- Assist with quality control documentation, inspection reports, and punch list management
- Maintain safety documentation and coordinate required training certifications
- Support internal and external audits by providing organized documentation
Qualifications
- Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Experience with construction management software (Procore, Buildertrend, PlanGrid, or similar) is highly desirable
- Familiarity with document management systems and project tracking tools
- Basic understanding of construction drawings, specifications, and terminology
- Ability to learn new software systems quickly
- Organizational Excellence: Exceptional organizational skills with meticulous attention to detail and accuracy
- Communication: Outstanding written and verbal communication skills with ability to interact professionally at all levels
- Time Management: Proven ability to multitask, prioritize competing demands, and meet deadlines in a dynamic environment
- Customer Focus: Strong customer service orientation with professional and courteous demeanor
- Problem-Solving: Proactive approach to identifying issues and implementing effective solutions
- Adaptability: Flexibility to adjust to changing priorities and project demands
- Team Collaboration: Ability to work effectively both independently and as part of a collaborative team
- Analytical Thinking: Strong analytical abilities to review data, identify trends, and support decision-making
Physical Requirements
- Primarily office-based with occasional visits to active construction sites
- Ability to sit for extended periods and work at a computer workstation
- Occasional lifting of files and materials up to 25 pounds
- May require flexibility in work hours during critical project phases