Administrative Assistant

Fts Inc; Laurel (MD); On-site; USD 42,000 - 54,000; Full time

Job summary

Fts Inc in Laurel, MD is seeking an organized Administrative Assistant to support project managers, construction teams, and office leadership. You will schedule meetings, maintain files, and prepare materials for dialogs with clients and subcontractors.

Ideal candidate has prior admin experience in AEC, strong MS Office skills, and the ability to juggle multiple tasks while keeping confidential information secure.

Qualifications

• Previous administrative support experience in the AEC industry required.
• Familiarity with construction terminology, project documentation, and workflows.
• Proficiency in Microsoft Office, including Excel, Word, Outlook, and Teams.
• Strong organizational skills and attention to detail.
• Clear, professional written and verbal communication skills.
• Ability to manage multiple projects, prioritize requests, and meet deadlines.
• Comfortable working with both office staff and field personnel.
• Ability to handle confidential information with discretion and follow through with minimal supervision.

Responsibilities

• Provide daily administrative support to project managers, construction teams, and office leadership.
• Schedule meetings, coordinate calendars, and prepare agendas and meeting materials.
• Maintain organized project files, contracts, drawings, permits, and correspondence.
• Assist with preparing and tracking subcontracts, purchase orders, change orders, and other project documents.
• Collect and track vendor and subcontractor paperwork, including insurance certificates and required forms.
• Process invoices, track approvals, and coordinate with accounting to resolve missing information.
• Update project logs, contact lists, schedules, and internal reports.
• Communicate with clients, vendors, subcontractors, and field teams to gather information and follow up on outstanding items.
• Assist with bid submissions, proposal materials, and project closeout documentation.
• Handle general office duties, including supplies, mail, phone calls, and data entry.

Skills

Organization

Communication

Prioritization

Multitasking

Tools

Microsoft Office

Procore

Bluebeam

Excel

Job description

• Provide daily administrative support to project managers, construction teams, and office leadership.
• Schedule meetings, coordinate calendars, and prepare agendas and meeting materials.
• Maintain organized project files, contracts, drawings, permits, and correspondence.
• Assist with preparing and tracking subcontracts, purchase orders, change orders, and other project documents.
• Collect and track vendor and subcontractor paperwork, including insurance certificates and required forms.
• Process invoices, track approvals, and coordinate with accounting to resolve missing information.
• Update project logs, contact lists, schedules, and internal reports.
• Communicate with clients, vendors, subcontractors, and field teams to gather information and follow up on outstanding items.
• Assist with bid submissions, proposal materials, and project closeout documentation.
• Handle general office duties, including supplies, mail, phone calls, and data entry.

Requirements

• Previous administrative support experience in the architecture, engineering, or construction (AEC) industry required.
• Familiarity with construction terminology, project documentation, and workflows.
• Proficiency in Microsoft Office, including Excel, Word, Outlook, and Teams.
• Strong organizational skills and attention to detail.
• Clear, professional written and verbal communication skills.
• Ability to manage multiple projects, prioritize requests, and meet deadlines.
• Comfortable working with both office staff and field personnel.
• Ability to handle confidential information with discretion and follow through with minimal supervision.

Preferred Qualifications

• Experience supporting project managers or construction leadership.
• Familiarity with Procore, Bluebeam, or similar construction software.
• Experience tracking certificates of insurance, change orders, submittals, or RFIs.
• Experience assisting with invoicing, purchase orders, or project accounting support.