Administrative Assistant

O-Max Staffing; Bogotá; On-site; COP 32,000,000 - 52,000,000; Full time

Job summary

O-Max Staffing is seeking an organized Administrative Assistant with experience in construction to provide administrative and project support, handling drawings, plans, specifications, and project documentation. The role supports project managers, estimators, supervisors, and team members in coordinating information, maintaining files, and monitoring deadlines.

Candidates should be proficient in Microsoft Office and familiar with construction documents; experience with Procore, Bluebeam,

Qualifications

• Previous administrative experience within construction, architecture, engineering, general contracting, subcontracting, or related industry strongly preferred.
• Ability to read and understand basic construction plans, architectural drawings, blueprints, and specifications.
• Proficiency in Microsoft Office (Excel, Word, Outlook) and familiarity with construction documentation.

Responsibilities

• Provide general administrative support to project managers, supervisors, estimators, and other construction team members.
• Review and interpret basic construction plans, drawings, blueprints, and specifications to identify relevant project information.
• Maintain organized electronic and physical project files, including plans, contracts, permits, change orders, RFIs, submittals, invoices, and related documentation.
• Assist with preparing and tracking RFIs, submittals, change orders, purchase orders, and other construction documents.
• Coordinate communication between contractors, subcontractors, vendors, suppliers, clients, and internal team members.
• Assist with scheduling meetings, site visits, inspections, deliveries, and project-related appointments.
• Track project deadlines, outstanding documents, approvals, and follow-up items.
• Prepare reports, spreadsheets, correspondence, meeting notes, and other administrative documentation.
• Assist with obtaining pricing, proposals, material information, and documentation from vendors and subcontractors.
• Maintain subcontractor and vendor records, certificates, contracts, and other required documentation.
• Help monitor project documentation to ensure the team is working from the most current plans, revisions, and specifications.
• Enter and maintain project information in company systems, spreadsheets, or construction management software.
• Assist with invoice processing, expense documentation, purchase orders, and basic project cost tracking as needed.
• Perform additional administrative and project coordination duties as assigned.

Skills

Organizational skills

Attention to detail

Communication skills

Multitasking

Tools

Microsoft Office

Procore

Bluebeam

PlanGrid

Autodesk Build

Buildertrend

Job description

Administrative Assistant – Construction

Position Summary

We are seeking an organized and detail-oriented Administrative Assistant with experience or a background in the construction industry. The ideal candidate will provide administrative and project support while also being comfortable working with construction-related documents, including architectural drawings, plans, specifications, and project documentation.

This role is best suited for someone who understands construction terminology and processes and can assist project managers, estimators, supervisors, and other team members with the coordination and organization of project information.

Key Responsibilities

• Provide general administrative support to project managers, supervisors, estimators, and other construction team members.
• Review and interpret basic construction plans, drawings, blueprints, and specifications to identify relevant project information.
• Maintain organized electronic and physical project files, including plans, contracts, permits, change orders, RFIs, submittals, invoices, and related documentation.
• Assist with preparing and tracking RFIs, submittals, change orders, purchase orders, and other construction documents.
• Coordinate communication between contractors, subcontractors, vendors, suppliers, clients, and internal team members.
• Assist with scheduling meetings, site visits, inspections, deliveries, and project-related appointments.
• Track project deadlines, outstanding documents, approvals, and follow-up items.
• Prepare reports, spreadsheets, correspondence, meeting notes, and other administrative documentation.
• Assist with obtaining pricing, proposals, material information, and documentation from vendors and subcontractors.
• Maintain subcontractor and vendor records, certificates, contracts, and other required documentation.
• Help monitor project documentation to ensure the team is working from the most current plans, revisions, and specifications.
• Enter and maintain project information in company systems, spreadsheets, or construction management software.
• Assist with invoice processing, expense documentation, purchase orders, and basic project cost tracking as needed.
• Perform additional administrative and project coordination duties as assigned.

Qualifications

• Previous administrative experience within the construction, architecture, engineering, general contracting, subcontracting, or related industry strongly preferred.
• Ability to read and understand basic construction plans, architectural drawings, blueprints, and specifications.
• Familiarity with construction terminology, project phases, and common construction documentation.
• Strong organizational skills and attention to detail.
• Ability to manage multiple projects, deadlines, and priorities simultaneously.
• Strong written and verbal communication skills.
• Comfortable communicating professionally with contractors, subcontractors, vendors, clients, and project teams.
• Proficiency in Microsoft Office, particularly Excel, Word, and Outlook.
• Experience with construction management or document-management software such as Procore, Bluebeam, PlanGrid/Autodesk Build, Buildertrend, or similar platforms is a plus.
• Ability to work independently while following established procedures and project requirements.

Preferred Background

Candidates with experience in any of the following areas are encouraged to apply:

• General contracting
• Construction administration
• Project coordination
• Estimating support
• Architecture or engineering offices
• Construction project management support
• Subcontractor or trade contractor offices
• Blueprint or plan review

Ideal Candidate

The ideal candidate is highly organized, proactive, and comfortable working in a fast-paced construction environment. They should be able to look at a set of plans or project documents and understand the general scope of what they are reviewing, locate relevant information, recognize revisions, and communicate effectively with the construction team.

Prior construction knowledge is important for this position, as the role requires more than traditional administrative support.