Administrative Assistant - Construction

Our client, a growing and fast-paced construction company, is seeking a highly organized and detail-oriented Administrative Assistant to join their team on a contract-to-hire basis. This position plays a critical role in supporting daily operations, coordinating schedules, managing high-volume data entry, and serving as a key point of contact for both internal teams and external partners.

The ideal candidate is proactive, adaptable, and thrives in a dynamic environment where priorities can shift quickly. This individual must be comfortable interacting with a variety of personalities, including field personnel, vendors, subcontractors, and leadership teams, while maintaining professionalism and exceptional customer service.

Key Responsibilities

Administrative Support

• Provide comprehensive administrative support to project managers, operations teams, and company leadership.
• Manage incoming calls, emails, and correspondence, ensuring timely responses and appropriate follow-up.
• Prepare, organize, and maintain project documentation, contracts, reports, and company records.
• Assist with onboarding paperwork, vendor documentation, and project-related administrative tasks.
• Maintain accurate filing systems, both electronic and physical.

Data Entry & Record Management

• Perform high-volume data entry with a strong emphasis on accuracy and efficiency.
• Update and maintain databases, spreadsheets, project tracking logs, and internal systems.
• Review documents for completeness and accuracy before processing.
• Generate reports and assist with record audits as needed.
• Ensure information is entered correctly and deadlines are consistently met.

Scheduling & Coordination

• Coordinate calendars, meetings, project schedules, and appointments.
• Assist with scheduling field personnel, subcontractors, inspections, and vendor appointments.
• Communicate schedule changes and project updates to appropriate stakeholders.
• Track deadlines and follow up on outstanding tasks to ensure projects remain on schedule.

Customer Service & Communication

• Serve as a professional point of contact for clients, vendors, subcontractors, and internal team members.
• Build positive working relationships while effectively managing challenging conversations and competing priorities.
• Handle inquiries, concerns, and requests with professionalism and discretion.
• Support collaboration between office staff and field teams.

General Office Operations

• Assist with office organization and daily operational needs.
• Order and maintain office supplies and materials.
• Support special projects and additional administrative duties as assigned.
• Contribute to a positive, team-oriented work environment.

Qualifications

Required Experience

• Minimum of 3 years of administrative support experience.
• Proven experience with high-volume data entry and document management.
• Experience coordinating schedules, appointments, and multiple priorities simultaneously.
• Strong customer service and interpersonal communication skills.
• Experience working with a variety of personalities in a fast-paced environment.

Qualifications:

Preferred Experience

• Administrative experience within construction, engineering, manufacturing, property management, logistics, or a similar industry.
• Exposure to project-based environments with multiple stakeholders and deadlines.
• Experience supporting operations, project managers, or field personnel.

Required Skills

• Exceptional attention to detail and accuracy.
• Strong organizational and time management abilities.
• Ability to multitask and prioritize effectively in a deadline-driven environment.
• Professional communication skills, both written and verbal.
• Ability to remain calm, resourceful, and solution-oriented when handling difficult situations.
• Strong proficiency with Microsoft Office Suite, including Excel, Outlook, and Word.
• Comfortable learning new software and internal systems.

Compensation

About Us

TalentMatch^®

Robert Half is the world’s first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles.

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