Administrative Assistant

O-Max Staffing; Bogotá ciudad; Vor Ort; COP 12.000.000 - 18.000.000; Vollzeit

Zusammenfassung

O-Max Staffing is seeking an organized Administrative Assistant with a background in construction to support project managers, estimators, and supervisors. You will handle construction documents, drawings, and plans, ensuring data is accurate and up-to-date.

The role involves coordinating with contractors, vendors, and clients, maintaining files, and assisting with RFIs, submittals, change orders, and cost tracking. Strong MS Office skills and ability to read plans are essential.

Qualifikationen

• Experience or background in construction, architecture, engineering, or related industry.
• Ability to read and interpret basic construction plans, drawings, and specifications.
• Familiarity with construction terminology and standard documentation.
• Strong organizational skills with attention to detail and deadlines.
• Excellent written and verbal communication for coordination with teams and clients.
• Proficiency with Microsoft Office and construction document management tools.

Aufgaben

• Provide administrative support to project managers, estimators, supervisors, and team members.
• Review and interpret basic construction plans, drawings, and specifications to extract key data.
• Maintain organized electronic and physical project files (plans, contracts, permits, RFIs, submittals, invoices).
• Assist with preparing and tracking RFIs, submittals, change orders, and purchase orders.
• Coordinate communication among contractors, subcontractors, vendors, clients, and internal teams.
• Schedule meetings, site visits, inspections, deliveries, and project-related appointments.
• Track deadlines, outstanding documents, approvals, and follow-up items.
• Prepare reports, spreadsheets, correspondence, meeting notes, and other admin docs.
• Obtain pricing and material information from vendors and subcontractors; maintain records.
• Monitor project documentation for the most current plans and revisions.

Kenntnisse

Organizational skills

Attention to detail

Multi-tasking

Written and verbal communication

Ability to read construction plans

Team coordination

Tools

Microsoft Office (Excel, Word, Outlook)

Procore

Bluebeam

PlanGrid/Autodesk Build

Buildertrend

Jobbeschreibung

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 administrationProject coordination
• 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.