Administrative Assistant

Andrews & Cole, LLC; Bethesda (MD); On-site; USD 45,000 - 60,000; Full time

Benefits offered by this job

Free parking

Comprehensive health benefits

Job summary

Andrews & Cole, LLC in Bethesda, MD is seeking an Administrative Assistant to support a busy construction team handling retail, mixed-use, and commercial projects. You will serve as a central resource for project managers, contractors, architects, engineers, and internal stakeholders.

Responsibilities include preparing contracts and professional services agreements, coordinating review workflows, processing change orders, maintaining project files, and ensuring documentation is well organized

Qualifications

• 3+ years of administrative support experience, preferably in construction/real estate
• Experience handling contracts, project documentation, change orders or similar business docs
• Exceptional attention to detail and strong organizational skills
• Strong written and verbal communication skills
• Ability to manage competing priorities independently
• Professional demeanor when interacting with executives and project teams
• Proficiency with Microsoft Office (Word, Outlook, Excel)
• DocuSign/Bluebeam or document management experience a plus
• Willing to learn new processes, systems and industry terminology quickly
• Health and wellness benefits provided and free parking available

Responsibilities

• Prepare construction contracts and professional services agreements
• Coordinate contract review and approval workflows
• Process change orders, amendments and contract modifications
• Track outstanding contracts, COIs and project documents
• Obtain COIs and compliance documents from vendors/contractors
• Maintain project files and document management systems
• Scan, upload, file and archive plans and permits
• Assist project managers with document prep and administration
• Distribute construction plans, permits and materials
• Interface with contractors, architects, engineers and internal teams
• Support team meetings and departmental activities
• Coordinate team-building events as needed

Skills

Administrative support

Communication skills

Attention to detail

Independent work

MS Office proficiency

Education

High school diploma or equivalent

Tools

Microsoft Office

DocuSign

Bluebeam

Job description

We are partnering with a well-established, highly successful real estate development and construction organization in its search for an Administrative Assistant. This position will support a busy construction team responsible for managing retail, mixed-use, and commercial projects across a diverse real estate portfolio.

This role is ideal for someone who enjoys being at the center of operations, thrives in a fast-paced environment, and takes pride in keeping projects organized and moving forward. The successful candidate will become a key resource for project managers, construction leaders, contractors, architects, engineers, and internal stakeholders.

This role offers exposure to commercial RE and construction operations, with opportunities for long-term growth within the organization. Collaborative work environment with direct interaction with leadership and project teams.

Responsibilities:

• Prepare construction contracts, professional services agreements, and related project documentation
• Coordinate contract review and approval workflows between project management, accounting, and external partners
• Prepare and process change orders, amendments, and contract modifications
• Track outstanding contracts, change orders, and other project documents to ensure timely execution
• Obtain and manage Certificates of Insurance (COIs) and compliance documentation from vendors and contractors
• Maintain project files and document management systems with a high degree of accuracy and organization
• Scan, upload, file, and archive plans, permits, contracts, and project correspondence
• Assist project managers with document preparation, project administration, and contract management
• Coordinate the distribution of construction plans, permit documents, signage packages, and project materials
• Interface with contractors, architects, engineers, property managers, and internal leadership teams
• Support project teams by ensuring documentation is properly named, stored, and easily accessible
• Assist with administrative coordination for team meetings, project activities, and departmental initiatives
• Help coordinate team-building events, team lunches, and other departmental activities as needed

Qualifications:

• 3+ years of administrative support experience, preferably within construction, real estate, engineering, architecture, property management, or a project-based environment
• Experience working with contracts, project documentation, change orders, or similar business documents
• Exceptional attention to detail and organizational skills
• Strong written and verbal communication skills
• Ability to work independently and proactively manage competing priorities
• Professional demeanor and confidence interacting with executives, project teams, and external vendors
• Strong proficiency with Microsoft Office, including Word, Outlook, and Excel
• Experience with DocuSign, Bluebeam, or document management systems a plus
• Ability to learn new processes, systems, and industry terminology quickly
• Comprehensive health and wellness benefits
• Free parking

Final offers take into account experience, education, training, and other business and market factors. Candidates with broader or more specialized experience may be considered at a different level, which may impact the compensation package offered.