Admin Assistant

Essential Duties and Responsibilities

Jobsite Reception & Visitor Coordination

• Serve as the first point of contact for visitors, owners, clients, subcontractors, vendors, and other project guests.
• Professionally greet and direct visitors upon arrival to the project site.
• Maintain visitor sign-in/sign-out records.
• Ensure visitors receive and wear required Personal Protective Equipment (PPE) before entering active construction areas.
• Maintain and monitor visitor PPE inventory and notify project management when additional supplies are needed.
• Coordinate with project team members regarding expected visitors, meetings, tours, and owner/client visits.
• Maintain a clean, organized, and professional jobsite office and meeting environment.

Safety & Orientation Support

• Assist the project Safety team with tracking required safety orientations for subcontractors, employees, vendors, and other personnel entering the project.
• Maintain accurate orientation records and assist with identifying individuals who have not completed required training.
• Assist with scheduling and coordinating jobsite safety orientations.
• Maintain current subcontractor and workforce lists as needed.
• Assist with documentation related to safety meetings, toolbox talks, orientations, and other required safety activities.
• Help ensure subcontractors and appropriate personnel attend required safety meetings.
• Track meeting attendance and follow up with subcontractors or project team members regarding missed required meetings.
• Assist with maintaining safety documentation and records in accordance with company and project requirements.

Meeting Coordination

• Assist with scheduling and coordinating project meetings, including:
• Subcontractor coordination meetings
• Safety meetings
• Owner/client meetings
• Project team meetings
• Prepare meeting rooms prior to meetings.
• Maintain meeting attendance/sign-in sheets.
• Assist with distributing meeting notices, reminders, agendas, and other information.
• Track subcontractor attendance at required meetings and notify project leadership of absences.
• Order and coordinate lunches, beverages, and refreshments for meetings as requested.
• Coordinate catering deliveries and meeting setup/cleanup.

Project Administrative Support

• Provide general administrative support to the Project Manager, Superintendent, Safety personnel, Project Engineer, and other members of the project team.
• Answer and route jobsite telephone calls, emails, and general inquiries as appropriate.
• Maintain electronic and/or paper project filing systems.
• Assist with scanning, copying, printing, filing, and distributing project documents.
• Assist with maintaining project contact lists, subcontractor directories, emergency contacts, and distribution lists.
• Prepare correspondence, spreadsheets, tracking logs, forms, and other project documentation as requested.
• Assist with collecting, organizing, and distributing documents from subcontractors and vendors.
• Receive and distribute mail, packages, plans, documents, and deliveries.
• Assist with coordinating office supplies, safety supplies, PPE, and other jobsite office needs.
• Monitor office inventory and place supply orders as authorized.
• Assist with document control and maintaining current project information within company systems.
• Support project team members with special projects and administrative needs as assigned.

Owner & Client Relations

• Provide a professional and welcoming experience for owners, clients, architects, engineers, and other project stakeholders visiting the jobsite.
• Coordinate meeting spaces and visitor requirements prior to scheduled meetings or project tours.
• Communicate professionally and maintain confidentiality regarding project and company information.
• Represent the company in a professional manner when interacting with clients, subcontractors, vendors, and the public.

Qualifications

• High school diploma or equivalent required.
• Previous administrative, office, receptionist, or project support experience preferred.
• Construction industry experience preferred but not required.
• Strong organizational and time-management skills.
• Ability to manage multiple tasks and changing priorities in a fast-paced environment.
• Strong written and verbal communication skills.
• Professional and welcoming demeanor when interacting with visitors, owners, clients, and subcontractors.
• Strong attention to detail and ability to maintain accurate records.
• Ability to work independently while supporting multiple members of the project team.
• Proficiency with Microsoft Outlook, Word, Excel, and other standard office programs.
• Ability and willingness to learn company project management and document-control software.
• Dependable attendance and punctuality are essential.

EOE M/F/D/V