Job Description
Job Description
Join a well-established, growing construction and marine development company with over 50 years of industry expertise. Specializing in marine development, land acquisition, real estate development, and property management, this organization offers an excellent opportunity for an experienced administrative professional to become a key member of their small, collaborative team. The company values long-term commitment and provides training on industry-specific processes and projects.
Position Overview:
We are seeking a professional and detail-oriented Construction Administrative Assistant to support the daily operations of a dynamic and multi-faceted business. In this role, you will handle administrative tasks such as typing invoices, drafting agreements, revising important documents, organizing QuickBooks entries, and supporting meetings with architects, engineers, and attorneys. Flexibility, strong communication skills, and the ability to thrive in a fast-paced environment are essential.
Key Responsibilities:
- Draft, revise, and finalize documents, including invoices, agreements, and other paperwork.
- Maintain and update records in QuickBooks to ensure organized and accurate financial tracking.
- Act as the first point of contact for the business, managing phone communications with professionalism and confidence.
- Organize and manage day-to-day office operations, including scheduling, email correspondence, and file management.
- Participate in meetings to familiarize yourself with various in-progress projects and assist in administrative follow-up.
- Collaborate with the company’s leadership, including the owner, president, and external CPA firm who oversee bookkeeping.
- Wear multiple hats within the organization, taking on diverse responsibilities as needed.
Top Qualifications and Skills – Must-Haves:
- Strong communication skills, particularly professional and confident phone etiquette.
- Office experience in a fast-paced, high-pressure environment; ability to prioritize and pivot effectively under pressure.
- Proficiency in Microsoft Office Suite (Word, Outlook, and OneDrive).
Preferred Qualifications:
- Bachelor’s degree is a plus but not required.
- Experience working in construction, development, or real estate industries is a bonus.
Soft Skills & Personality Fit:
- Professional presence: Ability to work closely with attorneys, architects, engineers, and other high-level professionals.
- Adaptability: Strong organizational skills with a demonstrated ability to prioritize, pivot, and manage competing demands.
- Confidence and maturity: A professional yet firm demeanor when managing phone calls and office communications.
• Minimum of 5 years of experience in an administrative role, preferably in a high-pressure environment.
• Proficiency in Microsoft Office Suite, including Word, Outlook, and OneDrive.
• Familiarity with QuickBooks for bookkeeping and financial organization.
• Strong organizational skills with the ability to prioritize and pivot tasks effectively.
• Excellent communication skills for interacting with team members and external stakeholders.
• Ability to work collaboratively in a small team environment.
• Degree preferred but not required; relevant experience is highly valued.
• Willingness to learn and adapt to industry-specific practices.