Job Type: Full-Time, 100% In-Person
Industry: Commercial / Retail Construction
Location: Williamsburg, Brooklyn, NY
Compensation: $20 – $25 per hour, depending on experience (DOE)
Benefits: No benefits offered
ABOUT THE POSITION
We are seeking an experienced, highly organized, and proactive Construction Administrative Assistant to handle daily office administration and support our commercial construction team.
This is a fast-paced, high-pressure environment requiring excellent communication skills, strong attention to detail, and the ability to manage competing priorities independently.
The ideal candidate understands construction operations, takes ownership of responsibilities, and has effective systems for tracking tasks, communications, and outstanding follow-ups.
This position is 100% IN-PERSON at our Williamsburg, Brooklyn office. Remote or hybrid work is not available.
KEY RESPONSIBILITIES
- Handle daily office administration, calendars, and communications.
- Monitor emails, identify action items, and track outstanding tasks and follow-ups through completion.
- Maintain organized electronic files, construction documentation, and office records.
- Obtain, review, and track Certificates of Insurance (COIs), lien waivers, W-9s, and subcontractor compliance documents.
- Prepare and maintain purchase orders, contracts, change orders, and related documentation as directed.
- Source, price, order, and track construction materials and supplies.
- Coordinate with vendors and subcontractors regarding quotes, orders, deliveries, and documentation.
- Assist with invoices, payment tracking, and administrative reporting.
- Provide administrative support to Project Managers and company leadership.
- Proactively communicate pending issues, deadlines, and outstanding requests.
REQUIRED QUALIFICATIONS
- Previous construction office or construction administration experience required.
- Strong knowledge of COIs, lien waivers, purchase orders, change orders, and construction documentation.
- Familiarity with construction materials, terminology, and purchasing.
- Excellent written and verbal English communication skills.
- Exceptional organization, time management, and attention to detail.
- Proven ability to manage a busy inbox, track outstanding tasks, and follow through without constant reminders.
- Proficiency in Microsoft Outlook, Excel, Word, and electronic filing systems.
- Ability to multitask, prioritize independently, and remain professional under pressure.
- Strong problem-solving skills and a proactive attitude.
- Must be legally authorized to work in the United States.
- Must be able to work on-site in Williamsburg, Brooklyn, five days per week.
WHO WE'RE LOOKING FOR
We need someone who is dependable, resourceful, detail-oriented, and EXCEPTIONALLY organized. Someone who communicates professionally, takes initiative, and ensures important tasks and communications never fall through the cracks.
We value follow-through. Sending an email is only the first step. Tracking the response and ensuring the task gets completed is what matters.
HOW TO APPLY
Please submit your resume highlighting your construction office experience, particularly your knowledge of COIs, lien waivers, material purchasing, and administrative task management.
This is a full-time, 100% in-person position. No remote or hybrid opportunities are available.
Principals only. Recruiters, please don't contact this job poster.