Construction Administrative Assistant

APSI Construction Management, Inc.; Fort Leavenworth (KS); On-site; USD 50,000 - 68,000; Full time

Job summary

APSI Construction Management, Inc. seeks a Construction Administrative Assistant to support the Federal Bureau of Prisons project at Leavenworth, KS.

The role requires organizing documents, coordinating meetings, and maintaining project records onsite. Ideal candidates have a high school diploma, at least five years of construction administration experience, strong Microsoft Office and PDF skills, and US citizenship.

Qualifications

• Shall have a High school diploma and a minimum of 5 years of construction administration experience.
• Shall be proficient with Microsoft Office software and the ability to create and edit Microsoft word and excel files. Shall be proficient with Adobe Acrobat and be able to create and edit .pdf documents.
• Good written and oral communication, organizational, and interpersonal skills are required.
• Ability to bring assignments to completion independently.
• Ability to work in a high volume, dynamic team environment.
• Proven record of accomplishments of office administration.
• Shall be a US Citizen.

Responsibilities

• Perform general office support functions including receiving calls, visitors, incoming mail, managing office supplies, perform a variety of administrative, clerical, and data collection tasks.
• Taking notes and preparing a variety of correspondence or meeting minutes from rough notes or brief or limited comments requiring reference to files, regulations, or previous reports.
• Preparing timely correspondence or submittals utilizing a variety of software programs.
• Receiving, reviewing, organizing, transmitting, filing, or arranging delivery of a variety of records, correspondence, technical documentation, samples, packages, etc. to ensure timely action by construction managers, contractors, or other key project stakeholders to facilitate or support construction management operations.
• Compiling consolidating, coordinating, and organizing a wide variety of data as necessary to support construction management operations.
• Formatting and labeling automated documents and reports; establishing and maintaining control logs, preparing data in prescribed format and preparing necessary forms and working files essential to operations.
• Tracking construction modifications, contractor requests for clarification, and material submittals for the office assigned projects.
• Entering and maintaining program data in electronic databases; establishing and maintaining a variety of automated and manual records systems reflecting technical and administrative data.
• Preparing and compiling a variety of reports, correspondence, and program status documents, consolidating information into comprehensive documents and preparing final form for review.
• Tracking purchases and receipts and preparing necessary purchase tracking reports for submission.
• Arranging meetings or conferences to include locations, schedule, agenda, reservations, and attendance lists.
• Maintain spreadsheets and other tracking tools for Ball in Court tracking of tasks required of project team and stakeholders.

Skills

Construction administration experience

Written and verbal communication

Organizational skills

Education

High school diploma

Tools

Microsoft Office

Adobe Acrobat

Bluebeam

Job description

Salary Range: $50,000.00 To $68,000.00 Annually

Job Title: Construction Administrative Assistant

Client: Federal Bureau of Prisons

Project Name: Federal Correctional Institution (FCI) Leavenworth Prison

Project Duration: 1 year

Anticipated Start Date: November 2026

• Size of Project: $460M
• SOW: Provide construction administrative services in support of construction management team, FBOP Owner representatives and other stakeholders.

Daily Responsibilities

• Performing general office support functions including receiving calls, visitors, incoming mail, managing office supplies, perform a variety of administrative, clerical, and data collection tasks
• Taking notes and preparing a variety of correspondence or meeting minutes from rough notes or brief or limited comments requiring reference to files, regulations, or previous reports
• Preparing timely correspondence or submittals utilizing a variety of software programs
• Receiving, reviewing, organizing, transmitting, filing, or arranging delivery of a variety of records, correspondence, technical documentation, samples, packages, etc. to ensure timely action by construction managers, contractors, or other key project stakeholders to facilitate or support construction management operations
• Compiling consolidating, coordinating, and organizing a wide variety of data as necessary to support construction management operations
• Formatting and labeling automated documents and reports; establishing and maintaining control logs, preparing data in prescribed format and preparing necessary forms and working files essential to operations
• Tracking construction modifications, contractor requests for clarification, and material submittals for the office assigned projects
• Entering and maintaining program data in electronic databases; establishing and maintaining a variety of automated and manual records systems reflecting technical and administrative data
• Preparing and compiling a variety of reports, correspondence, and program status documents, consolidating information into comprehensive documents and preparing final form for review
• Tracking purchases and receipts and preparing necessary purchase tracking reports for submission
• Arranging meetings or conferences to include locations, schedule, agenda, reservations, and attendance lists.
• Maintain spreadsheets and other tracking tools for Ball in Court tracking of tasks required of project team and stakeholders.

Required Qualifications

• Shall have a High school diploma and a minimum of 5 years of construction administration experience
• Shall be proficient with Microsoft Office software and the ability to create and edit Microsoft word and excel files. Shall be proficient with Adobe Acrobat and be able to create and edit .pdf documents.
• Good written and oral communication, organizational, and interpersonal skills are required
• Ability to bring assignments to completion independently
• Ability to work in a high volume, dynamic team environment
• Proven record of accomplishments of office administration
• Shall be a US Citizen

Preferred Qualifications

• Experience with Construction Management software such as Kahua or Procore
• Experience with editing documents in Bluebeam

Pay Range: $50K - $68K/year plus benefits

Location: 1020 Metropolitan Avenue, Leavenworth, Kansas 66048

Work Schedule

This is an onsite position requiring a standard schedule of 8 hours per day, 5 days per week. Occasional Saturday work may be required based on project needs