Construction Administrative Assistant

Dividend Homes, Inc.; Morgan Hill (CA); On-site; USD 45,000 - 65,000; Full time

Job summary

Dividend Homes, Inc. is seeking a hands-on Construction Administrative Assistant to support our Construction Management team in a fast-paced environment.

This role focuses on organizing paperwork, preparing documents, assembling project materials, and ensuring daily administrative tasks are completed accurately and on time. The right candidate balances recurring responsibilities with urgent assignments, while maintaining organization and dependability in an in-office setting in Morgan Hill,

Qualifications

• Experience with office administration and clerical tasks in fast-paced environments.
• Strong attention to detail and organizational skills.
• Proficient in MS Office and file/document management.

Responsibilities

• Printing, copying, scanning, labeling, and filing project documents.
• Creating and maintaining physical and electronic project files.
• Preparing construction binders for superintendents and Sales.
• Organizing plans, specifications, photos, and product information.
• Assembling homeowner warranty packages and closeout boxes.
• Updating spreadsheets, logs, schedules, trackers, and contact lists.
• Entering contracts, purchase orders, invoices, and project data.
• Scheduling meetings and preparing agendas, notes, and follow-up lists.

Skills

Administrative support

Microsoft Outlook

Microsoft Word

Microsoft Excel

Document control

Scheduling

Communication

Multitasking

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Job description

Dividend Homes is seeking a hands-on, highly organized Construction Administrative Assistant to support our Construction Management team in a fast-paced environment.

This is a detail-heavy administrative position for someone who enjoys organizing paperwork, preparing documents, assembling project materials, and making sure daily administrative tasks are completed accurately and on time.

The right person must be flexible, able to shift priorities when project needs change, and willing to assist wherever support is needed. This position requires someone who can balance recurring responsibilities with new or urgent assignments while remaining organized and dependable.

Responsibilities include:

• Printing, copying, scanning, labeling, and filing project documents
• Creating and maintaining physical and electronic project files
• Preparing construction binders for superintendents and Sales
• Printing and organizing plans, specifications, product information, finish selections, and photographs
• Assembling homeowner warranty packages and closeout boxes for each home
• Organizing warranties, manuals, subcontractor information, and product documentation
• Preparing folders, labels, cover sheets, tabs, indexes, and document packages
• Updating spreadsheets, logs, schedules, trackers, and contact lists
• Entering contract, purchase-order, invoice, and project information
• Preparing routine letters, forms, meeting materials, and internal documents
• Collecting signatures and tracking documents that need to be returned
• Scheduling meetings and preparing agendas, notes, and follow-up lists
• Organizing incoming information and routing it to the appropriate team member
• Maintaining supplies and materials needed for office
• Supporting changing department priorities and special administrative projects as needed

We are looking for someone who:

• Thrives in a busy, fast-paced work environment
• Is flexible and can adjust quickly as priorities change
• Is comfortable performing hands-on administrative and clerical work
• Is extremely organized and pays close attention to detail
• Can follow established processes consistently
• Takes pride in producing complete, accurate, and well-organized work
• Is dependable and follows assignments through to completion
• Communicates professionally by phone and email
• Is comfortable using Microsoft Outlook, Word, Excel, and shared files
• Can manage multiple projects, deadlines, and requests at the same time
• Asks questions when information is missing or unclear
• Works well as part of a team and is willing to help wherever needed

Construction or homebuilding experience is helpful but not required.

Experience with office administration, document control, contracts, purchasing support, real estate, property management, or another detail-oriented environment would be valuable.

This is an in-office position and a great opportunity for someone who enjoys being the person who keeps the paperwork, files, and administrative details organized behind the scenes.