Client Management Administrative Assistant

Invoke Staffing; Raleigh (NC); On-site; USD 35,000 - 50,000; Full time

Job summary

Invoke Staffing is seeking a Client Management Administrative Assistant to support the Client Manager through all phases of residential preconstruction and construction. You will manage documentation, scheduling, procurement, communications, and pricing for submittals to keep projects organized and on schedule.

You will attend meetings, document discussions, and assist with project coordination on-site when required, staying professional, detail-oriented, and responsive in a fast-paced

Qualifications

• Excellent organizational skills and attention to detail.
• Professional, polished, and service-oriented.
• Ability to prioritize multiple deadlines in a fast-paced environment.
• Self-motivated with strong problem-solving skills.
• Proficiency in Microsoft Office Suite and the ability to learn company software platforms.

Responsibilities

• Provide daily administrative support to the Client Manager.
• Prepare and maintain documentation, specifications, meeting agendas, meeting minutes, and project files.
• Schedule client, vendor, showroom, and internal project meetings.
• Coordinate submittals, client approvals, selections, and other outstanding project items.
• Prepare proposals, pricing summaries, selection packages, and DocuSign approval documents.
• Obtain pricing, lead times, specifications, and samples from vendors and trade partners.
• Track procurement milestones, project deadlines, and outstanding action items.
• Maintain accurate digital and physical project records.
• Assist with departmental initiatives, process improvements, marketing materials, client gifts, and project closeout documentation.
• Attend meetings and occasional job site visits to document discussions and support project coordination.

Skills

Organizational skills

Service-oriented

Deadline management

Self-motivation

MS Office proficiency

Tools

Microsoft Office Suite

Job description

About the Company

A construction company based in the Triangle area that has grown into a full-service residential and commercial construction, development, and property management firm.

About the Role

The Client Management Administrative Assistant provides support to the Client Manager throughout all phases of the residential preconstruction and construction process. This position is responsible for managing documentation, scheduling, procurement, communications as needed, and pricing for submittals to ensure client management remains organized, responsive, and on schedule.

Key Responsibilities

• Provide daily administrative support to the Client Manager.
• Prepare and maintain documentation, specifications, meeting agendas, meeting minutes, and project files.
• Schedule client, vendor, showroom, and internal project meetings.
• Coordinate submittals, client approvals, selections, and other outstanding project items.
• Prepare proposals, pricing summaries, selection packages, and DocuSign approval documents.
• Obtain pricing, lead times, specifications, and samples from vendors and trade partners.
• Track procurement milestones, project deadlines, and outstanding action items.
• Maintain accurate digital and physical project records.
• Assist with departmental initiatives, process improvements, marketing materials, client gifts, and project closeout documentation.
• Attend meetings and occasional job site visits to document discussions and support project coordination.

Qualifications & Skills

• Exceptional organizational skills and attention to detail.
• Professional, polished, and service-oriented.
• Ability to prioritize multiple deadlines in a fast-paced environment.
• Self-motivated with strong problem-solving skills.
• Proficiency in Microsoft Office Suite and the ability to learn company software platforms.

Reporting Structure

This position reports directly to the Client Manager and supports the Client Management department.

Physical Requirements

• Primarily office-based with occasional travel to project sites, showrooms, and vendor locations.
• Ability to safely navigate active construction sites while wearing required personal protective equipment.
• Ability to occasionally lift and transport project materials or samples up to 25 pounds.
• Valid driver's license in good standing.