Administrative Assistant

Job Description

Job Description

Position Summary :

The Administrative Assistant plays a critical role in supporting internal operations and keeping projects moving efficiently through the various stages of civil construction. This person will coordinate between departments, assist with permitting and compliance tracking, and support pay application processing for multiple ongoing projects. The ideal candidate will have a solid understanding of the construction industry, exceptional organizational skills, and the ability to navigate the “red tape” that comes with large-scale site development work.

Key Responsibilities :

• Act as the liaison between Estimating, Project Management, and Accounting departments, ensuring timely communication and coordination.
• Track and manage permits, releases, and Sunshine 811 notifications for all active and upcoming projects.
• Prepare and maintain percentage-of-completion “pay applications” to ensure contractors are paid accurately and on time.
• Update and maintain project tracking spreadsheets in Excel, including project status, permit progress, and compliance documentation.
• Communicate with permitting offices, municipalities, and utility providers to confirm approvals and track submissions.
• Assist with document control, ensuring all project records, drawings, and correspondence are organized and accessible.
• Review and update standard project forms, logs, and templates as needed.

Qualifications :

Preferred Background :