Administrative Assistant

The Contractor Consultants; Pikesville (MD); On-site; USD 40,000 - 44,000; Full time

Job summary

Meyers Construction in Maryland is seeking an organized Administrative Assistant to support our fast-paced construction and restoration office. This role focuses on office administration, project documentation, and coordinating between homeowners, vendors, insurance adjusters, and field teams.

You will prepare contracts, manage filing, track documents in ITEL and similar systems, and assist estimators with administrative tasks.

Qualifications

• Previous administrative, office support, or related professional experience.
• Strong scanning, filing, data-entry, and organizational skills.
• Excellent phone etiquette and professional written communication.
• Ability to manage multiple responsibilities in a fast-paced environment.
• Attention to detail with consistent follow-through.

Responsibilities

• Answer calls, direct inquiries, and distribute messages.
• Prepare contracts, scopes of work, change orders, work authorizations and letters.
• Obtain signatures and distribute documentation via Adobe Sign or email.
• Create and maintain job files, loss logs, and electronic records.
• Maintain organized filing systems for contracts and project docs.
• Support estimators and management with daily administrative tasks.

Skills

Organizational skills

Data entry

Phone etiquette

Microsoft Word/Excel

Documentation management

Independent worker

Communication skills

Tools

XactAnalysis

Symbility

Contractor Connection

Alacrity

Foundation

ITEL

Job description

Administrative Assistant — Construction & Restoration Operations

Job Overview

• Company: Meyers Construction
• Position Title: Administrative Assistant
• Salary/Pay Rate: $29.00 — $32.00 per hour (Based on Experience)
• Job/Employment Type: Full-Time
• Industry: Construction / Restoration / Insurance Claims
• Primary Focus: Office Administration, Project Documentation & Construction Support

The Opportunity

Meyers Construction is seeking an organized and dependable Administrative Assistant to support our fast-paced construction and restoration office.

This is a hands‑on administrative position where you’ll help keep projects, paperwork, customers, vendors, subcontractors, and insurance‑related documentation organized from start to finish. You’ll work closely with estimators and company management while communicating regularly with homeowners, property managers, insurance adjusters, vendors, and subcontractors.

The ideal candidate is professional, detail‑oriented, comfortable managing multiple priorities, and committed to following tasks through to completion.

Previous experience within construction, restoration, insurance claims, or a project‑based service business is a strong plus. Experience with industry platforms such as XactAnalysis, Symbility, Contractor Connection, Alacrity, or Foundation would be especially valuable.

How You Will Make an Impact

• Office & Administrative Support
• Answer incoming phone calls, respond to general questions, direct calls, and distribute messages
• Prepare contracts, scopes of work, change orders, work authorizations, letters, and other business documents
• Obtain required signatures and distribute documentation through Adobe Sign, email, or mail
• Create and maintain job files, loss logs, spreadsheets, electronic records, and document backups
• Maintain organized filing systems for contracts, authorizations, addendums, proposals, permits, and other project documentation
• Provide daily administrative support to estimators and company management
• Assist with opening and closing office procedures
• Handle confidential company and customer information professionally
• Construction & Restoration Project Support
• Track project assignments in XactAnalysis, Symbility, Contractor Connection, and Alacrity, maintaining accurate records throughout the project lifecycle
• Maintain accurate job information and documentation throughout active projects
• Help keep estimators and management informed of outstanding documentation and administrative needs
• Process flooring, roofing, siding, and other material samples through ITEL
• Assist with ordering project materials and coordinating necessary jobsite services
• Track administrative items to help prevent delays in active construction and restoration projects
• Permits, Materials & Vendor Coordination
• Apply for construction permits and submit required plans and supporting documentation
• Coordinate permit fees and schedule required inspections
• Order construction materials, dumpsters, portable toilets, office supplies, and other project or office services
• Communicate with vendors and subcontractors regarding orders and project needs
• Receive deliveries and ensure materials are placed in the appropriate areas
• Customer & Insurance Communication
• Communicate professionally with homeowners, property managers, insurance adjusters, vendors, and subcontractors
• Respond to questions and route technical or project‑specific concerns to the appropriate team member
• Assist with insurance‑related documentation and communication
• Maintain accurate records of important correspondence and project documentation
• Help ensure customers and project partners receive timely, professional communication
• Accounts Payable Support
• Assist with Accounts Payable (AP) responsibilities as needed
• Help organize vendor invoices and supporting documentation
• Maintain accurate records for accounting and project purposes

Required Qualifications & Experience

• Previous administrative, office support, or related professional experience
• Strong scanning, filing, data‑entry, and organizational skills
• Excellent phone etiquette and professional written communication skills
• Ability to manage multiple responsibilities and adjust priorities in a fast‑paced environment
• Strong attention to detail and consistent follow‑through
• Comfortable working with Microsoft Word, Excel, email, spreadsheets, and electronic document‑signing systems such as Adobe Sign
• Ability to communicate professionally with customers, insurance professionals, vendors, subcontractors, and internal staff
• Dependable, organized, and capable of working independently
• Ability to appropriately handle confidential and sensitive information

Preferred Qualifications & Experience

• Previous experience within construction, restoration, insurance claims, roofing, property restoration, or a related service industry
• Accounts Payable experience or working knowledge
• Experience supporting construction estimators, project managers, or company leadership
• Experience with XactAnalysis
• Experience with Symbility
• Experience with Contractor Connection or Alacrity
• Experience with Foundation construction accounting software
• Familiarity with ITEL material testing and identification processes
• Experience with construction permitting and inspection coordination
• Familiarity with contracts, scopes of work, change orders, work authorizations, and other construction documentation

Compensation

• $29.00 — $32.00 per hour, based on experience and qualifications
• Full-Time, Long-Term Employment
• Compensation within the range will be determined by relevant administrative experience, construction or restoration industry knowledge, software experience, and overall qualifications
• Additional company benefits available based on established company programs
• Who Will Succeed in This Role?

You’ll be a strong fit if you’re someone who naturally keeps track of the details others might miss.

On any given day, you may be preparing a contract, updating an insurance assignment, applying for a permit, communicating with a homeowner, ordering materials, assisting with an invoice, or making sure signed documentation gets into the correct project file.

Success in this position requires someone who can stay organized while priorities change, communicate professionally with different types of people, and follow tasks through without letting important details fall through the cracks.

Why Join Meyers Construction?

This position provides an opportunity to become an important part of the day-to-day operation rather than simply performing routine administrative work.

You’ll work across multiple areas of the business and gain exposure to construction operations, restoration projects, insurance claims, permitting, project documentation, customer communication, and accounting support. For an administrative professional who enjoys variety, organization, and being closely involved with active projects, this is an opportunity to put those skills to work in a fast-moving construction environment.

About Meyers Construction

Meyers Construction is committed to providing professional construction and restoration services while maintaining strong communication with customers and project partners throughout the process. Our office and field teams rely on organization, communication, accountability, and attention to detail to keep projects moving efficiently. We’re looking for an Administrative Assistant who shares those priorities and wants to become a dependable part of the team.

Equal Employment Opportunity

Meyers Construction is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected by applicable federal, state, or local law.