Construction Administrative Assistant

About Us:

Capitan Construction is seeking an experienced and highly organized construction administrative assistant to support our office, accounting, and project operations. The ideal candidate will have prior administrative experience in the construction industry, strong attention to detail, and hands-on proficiency with QuickBooks. Capitan Construction is a leading construction firm specializing in residential, commercial, and industrial projects. With a commitment to quality, innovation, and client satisfaction, we deliver exceptional results that exceed expectations.  

Position Overview:

The construction administrative assistant will play a crucial role in providing administrative support to the construction team and ensuring the smooth day-to-day operations of the company.

This position requires someone who can manage multiple priorities, maintain accurate records, communicate professionally, and provide dependable support to leadership, project managers, field personnel, subcontractors, and vendors. The ideal candidate will be proactive, reliable, and able to communicate effectively with team members and external stakeholders.

This is an exciting opportunity for a motivated individual to join a dynamic team and contribute to the success of our construction projects. If you are a proactive and detail-oriented administrative professional with a passion for the construction industry, we invite you to apply for the construction administrative assistant position at Capitan Construction.

Key Responsibilities:

• Enter and maintain accurate financial information in QuickBooks.
• Manage correspondence, including answering phone calls, responding to emails, creating spreadsheets, and generating bids from templates.
• Assist with document management, including filing, scanning, and organizing construction project files.
• Coordinate meetings, appointments, and travel arrangements for construction team members as needed.
• Prepare and distribute project-related documents, including contracts, proposals, and reports.
• Assist with the preparation and submission of construction permit applications and other regulatory documents.
• Maintain accurate records of construction project expenses, including invoices, receipts, and purchase orders.
• Maintain organized project files, contracts, change orders, permits, and subcontractor documentation.
• Assist with the procurement of materials and supplies for construction projects, including obtaining quotes and placing orders.
• Liaise with subcontractors, vendors, and suppliers to coordinate deliveries and resolve any issues or discrepancies.
• Assist with the preparation and organization of construction project schedules, including updating project timelines and milestones.
• Adhere to company policies, procedures, and safety standards at all times.
• Promote Capitan Construction’s standards of professionalism, teamwork, accountability, and service.

Qualifications:

• High school diploma or equivalent.
• Proficiency in QuickBooks is a MUST!
• Proven experience as an administrative assistant, preferably in the construction industry.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and construction management software.
• Strong organizational skills and attention to detail.
• Excellent communication and interpersonal skills.
• Ability to prioritize tasks and manage time effectively in a deadline-driven environment.
• Knowledge of construction terminology, processes, and procedures is a plus.