Administrative Assistant - Construction

Pyramid ETC Companies, LLC; Ramsey (NJ); On-site; USD 40,000 - 54,000; Full time

Job summary

Pyramid ETC Companies, LLC is seeking an in-office Administrative professional to join the Compliance Team in Ramsey, NJ. The role focuses on data verification, subcontractor coordination, and regulatory submissions, ensuring Davis-Bacon compliance and timely license management.

The candidate will maintain COIs, certifications, and databases, while collaborating with architects, owners, and local departments in a fast-paced environment.

Qualifications

• 1–3 years experience in a construction company preferred.
• Experience with certified payroll and/or insurance policy review preferred.
• Excellent verbal and written communication skills.
• Computer proficiency; Timberline & Elation a plus.
• Highly organized with strict attention to detail.
• Good judgment with timely, sound decisions.
• Ability to work independently and in teams.
• Ability to process requests quickly and efficiently.
• Ability to provide excellent customer service.
• Fast-paced environment experience.
• Strong work ethic and self-motivation.

Responsibilities

• Verify data on certified payroll reports submitted by subcontractors.
• Maintain subcontractor contact database.
• Maintain subcontractor certifications.
• Maintain calendar of regulatory submissions for the department.
• Perform data entry, filing, printing and copying as needed.
• Monitor Davis-Bacon prevailing wage compliance for company and subcontractors.
• Enter subcontractor Certificates of Insurance into the accounting system.
• Follow up with subcontractors to ensure COIs are received before work starts.
• Assist with renewing and maintaining business licenses and registrations.
• Communicate with subcontractors, architects, owners, local building departments, site superintendents, and others as required.

Skills

Data verification

Subcontractor database

Subcontractor COIs

Regulatory submissions calendar

Data entry

Davis-Bacon compliance

Insurance certificates

Licenses & registrations

Customer service

Team collaboration

Deadline-driven

Tools

Timberline

Elution

Job description

General Contractor has an immediate opening for a Full-Time, In-Office Administrator to join the Compliance Team in its Ramsey, NJ office.

Desired Experience:

• Data verification on certified payroll reports submitted by subcontractors
• Maintaining subcontractor contact database
• Maintaining subcontractor certifications
• Maintaining department calendar of regulatory submissions
• Data entry, filing, printing and copying, as needed
• Monitoring company and subcontractor compliance with Davis-Bacon prevailing wage requirements
• Entry of subcontractor Certificates of Insurance into company’s Accounting System
• Continuous follow up with subcontractors to ensure COIs are received prior to the start of work
• Assisting with renewing and maintaining all business licenses and required registrations
• Communicating with subcontractors, architects, owners, local building departments, site superintendents and others, as required

Skills/Qualifications:

• 1-3 years experience working in a construction company HIGHLY preferred
• Experience with certified payroll and/or insurance policy review preferred
• Excellent verbal and written communication skills
• Computer proficiency, experience with Timberline & Elation a plus
• Highly organized with strict attention to detail
• Good judgement with the ability to make timely and sound decisions
• Ability to work independently and as a member of various teams and committees
• Ability to process requests quickly and efficiently
• Ability to provide excellent customer service
• Ability to work efficiently and accurately in a fast-paced environment
• Strong work ethic, self-motivated and self-starter
• Deadline-driven

ETC Companies, LLC provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.