Administrative Office Assistant – Construction

Job Title: Administrative Office Assistant – Construction

Location: Brooklyn, NY

Employment Type: Full-Time, On-site

Position Overview

We are seeking a highly organized and proactive Administrative Office Assistant to support daily operations within our construction company. This role provides administrative and operational support to the overall office, Company Owner, and General Contractors (GC), while also helping coordinate the smooth functioning of the workshop and field operations. The ideal candidate is detail-oriented, a strong communicator, and comfortable working in a fast-paced environment with competing deadlines and deliverables.

Key Responsibilities

Administrative & Office Support

Provide day-to-day administrative assistance to office personnel, Owner, and GCs.

Answer and route phone calls, emails, and inquiries from clients, vendors, and subcontractors.

Maintain relationships with clients, keeping communication open and their immediate and long-running needs met and well-communicated to owner and GCs, throughout the length of projects and beyond.

Prepare and maintain project documents, reports, schedules, and meeting notes.

Maintain company data drive, file management, and document control.

Coordinate office supplies, equipment, and general office organization.

Project & Construction Support

Prepare, format, and track change orders, submittals, and other project-related documents.

Assist with project scheduling and tracking.

Maintain accurate records of contracts, project files, and compliance documents.

Communicate with subcontractors and suppliers to obtain quotes, delivery updates, and required paperwork.

Workshop & Operations Coordination

Help monitor and maintain the operations of the workshop, including inventory, tools/equipment tracking, and office organization.

Support coordination between workshop staff and field teams to ensure materials and equipment are ready for upcoming jobs.

Assist in scheduling deliveries, pickups, and shipments as needed.

Owner & GC Support

Manage calendars, schedule meetings, and coordinate travel or site visits.

Assist with preparing presentations, reports, and project documentation.

Handle industry and client information with discretion and professionalism.

Support Owner and other staff day-to-day, on both revolving and new tasks, as indicated by daily workflow.

Qualifications

2+ years of administrative experience; construction industry experience preferred.

Strong organizational, multi-tasking, and time-management skills.

Excellent written and verbal communication abilities.

Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Google Drive).

Basic knowledge of QuickBooks helpful.

Ability to work independently, take initiative, and adapt to changing priorities; able to work collaboratively, take on diverse responsibilities, and assist wherever needed.

Basic understanding of construction terminology and workflows preferred.

What We Offer

Competitive compensation and benefits

Opportunity for growth in a thriving construction environment

Supportive team culture and hands-on experience with projects and operations