Construction Administrative Assistant

Woodmont Properties; Fairfield (NJ); Hybrid; USD 70,000 - 90,000; Full time

Job summary

Woodmont Properties' Fairfield Home Office is seeking a Construction Administrative Assistant to support the construction team with document control, scheduling, and reporting. Procore expertise is preferred.

You will manage drawings, insurance certificates, and project closeout docs while coordinating with site teams. Ideal candidate has an Associate or Bachelor’s in Accounting or related field and at least 3 years in construction.

Qualifications

• Associates or Bachelors Degree in Accounting or equivalent construction accounting experience.
• 3+ years experience in the construction industry.
• Proficiency with Microsoft Office (Word, Outlook, Excel).
• Experience with Procore and Timberline (Sage) preferred.
• Ability to communicate professionally via emails and phone.
• Coordinate multiple projects with attention to detail and accuracy.
• Strong organizational and time-management skills.

Responsibilities

• Serve as primary administrator for document control in Procore.
• Manage drawing uploads, revisions and logs for main office and sites.
• Maintain contact directories and distribute information per procedures.
• Track certificates of insurance and renewal deadlines in Procore.
• Create and maintain rental equipment logs with details.
• Maintain organized project documentation (digital and hard copy).
• Coordinate closeout documents, warranties, and O&M manuals.
• Provide administrative support to the construction team.
• Other duties as assigned.

Skills

Verbal communication

Written communication

Organization

Time management

Analytical skills

Confidentiality

Professionalism

Education

Associate or Bachelor in Accounting

Tools

Procore

Timberline (Sage)

Microsoft Office

Job description

Job Details

Job Location: Fairfield Home Office - FAIRFIELD, NJ 07004 Position Type: Full Time Education Level: High School Salary Range: $70,000.00 - $90,000.00 Salary/year Job Shift: Monday through Friday; Days Summary: The Construction Administrative Assistant must be able to communicate professionally and demonstrate the ability to submit quality work internally and externally. This role involves administrative functions and reports directly to the Construction Contracts & Operations Manager. This position is based out of our Fairfield Main Office.

Location: Hybrid

The candidate will be a team player working cohesively with the entire construction department both in person and at remote locations.

Essential Duties and Responsibilities

• Serve as a primary administrator for document control within Procore, including drawings, correspondence and insurance.
• Drawing management: Upload all drawings and revisions to Procore and plot/print hard copies when requested for both the main office and the construction sites. Coordinate with design professionals when page numbering errors are noted prior to uploading. Ensure design professionals are familiar with submitting via Procore Correspondence. Provide project teams with drawing logs on a weekly basis.
• Contact management: Maintain all directories with current information and distribute contact information in accordance with established procedures.
• Insurance tracking: Ensure all contractor certificates of insurance are current in Procore. Proactively request renewal certificates prior to expiration. Assist with the collection of other compliance documents as needed.
• Create and maintain rental equipment logs including model numbers, serial numbers, dates of rental, replacement values, etc. Request certificates of insurance for rental equipment.
• Maintain organized digital and hard copy project documentation as required by project teams.
• Coordinate and manage project closeout documentation, including warranties, as-builts, and O&M manuals, ensuring complete and accurate turnover to Property Management.
• Provide overall administrative support to the construction team.
• Other duties and projects as assigned.

Competencies

• Strong verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to prioritize and meet deadlines.
• Strong analytical, mathematical, and problem-solving skills.
• Ability to act with integrity, professionalism, and confidentiality.

Qualifications

QualificationsQualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

• Associates or Bachelors Degree in Accounting, or equivalent experience with construction accounting, required.
• 3+ years experience in the construction industry is required
• Experience and proficiency with Microsoft Suite programs (Word, Outlook, Excel)
• Experience with Procore and Timberline (Sage) or similar construction software
• Ability to communicate professionally via emails and phone calls
• Coordinate multiple projects simultaneously with attention to detail and accuracy
• Strong organizational and time management skills