Administrative Assistant

Job Summary: We are seeking a highly organized, proactive, and personable Administrative Assistant / Receptionist to join our team. This role serves as the first point of contact for the company while also providing essential administrative support to project teams, estimating, and operations in a fast-paced construction environment.

Front Office & Administrative Support: Greet visitors and direct them to the appropriate team members. Handle incoming calls and manage the company switchboard professionally. Provide general information to callers regarding company services and projects. Manage meeting room bookings and organize conference spaces. Assist with scheduling appointments and maintaining company calendars. Receive, distribute, and manage incoming and outgoing mail. Maintain a clean, professional reception and meeting area. Provide administrative support across departments, including document preparation, filing, and data entry. Maintain office supply inventory and place orders as needed.

Construction & Project Support: Support project teams with administrative tasks related to active construction projects. Liaise with contractors, suppliers, and clients to support daily operations. Assist with preparation and organization of bid packages for submission, including compiling documents, forms, and attachments. Track bid due dates and assist with internal coordination to support timely submissions. Attend pre-bid site visits as needed to assist with sign-in, documentation, and coordination. Support estimating and preconstruction teams with administrative and logistical tasks.

Accounting & Invoice Support: Encode vendor and subcontractor invoices into the accounting system accurately and timely. Verify invoices for completeness, proper documentation, and correct cost coding before submission. Route invoices for approval and track approval status. Assist the accounting team with invoice tracking and follow-up as needed.

Qualifications: High school diploma or equivalent; additional education or certification in office administration is a plus. Previous experience as an Administrative Assistant, Receptionist, or Front Office Representative. Proficiency in Microsoft Office Suite (Word, Excel, Outlook).Strong organizational skills with the ability to manage multiple priorities. Excellent verbal and written communication skills. Professional demeanor and customer-service-oriented mindset. Ability to work effectively in a fast-paced construction environment. Familiarity with construction industry terminology is preferred but not required. Willingness to occasionally attend pre-bid site visits as part of the role.