Construction Administrative Assistant

Pye-Barker, formerly Acadiana Security Plus; Tallahassee (FL); On-site; USD 28,000 - 37,000; Full time

Benefits offered by this job

Excellent pay

Medical, dental, vision

Company paid life insurance

Company paid short-term disability

401K with employer match

Paid vacation and company holidays

Training and career development

Company vehicle

ALL In Ownership Plan

Job summary

Pye-Barker Fire & Safety is seeking an organized Construction Administration/Project Coordination professional to manage field technicians, coordinate jobs, and serve as the primary admin liaison among managers, technicians, customers, and contractors.

You will handle contracts, invoices, change orders, and ensure documentation aligns with company standards and client requirements while maintaining strong client relationships.

Qualifications

• Minimum two years in a construction administration role.
• Experience with pay applications, AIA billing, invoicing, lien waivers, change orders, and project documentation.
• Proficient in Microsoft Office Suite.
• Strong customer service and problem-solving skills.
• Excellent organizational skills and ability to work under deadlines and multitask.

Responsibilities

• Schedule appointments, answer phones, and track service records.
• Coordinate and manage assigned jobs from start to completion.
• Serve as liaison between project managers, technicians, customers, vendors, and contractors.
• Prepare and submit project documentation including contracts, purchase orders, change orders, closeout documents, and paperwork required by customers.
• Manage project billing process, including invoices, pay applications, documentation, and payment tracking.
• Ensure all project documents are maintained per company standards and customer requirements.
• Assess client needs and connect them with the correct providers; build and maintain provider/resources directories.

Skills

Customer service

Problem solving

Organizational skills

Deadline management

Multitasking

Communication

Relationship building

Critical thinking

Education

2+ years construction administration experience

Tools

Microsoft Word

Microsoft Excel

Job description

Make a difference, protect lives, and achieve your dreams.

Build your career with the industry-leading fire, life safety and security company.

This position is responsible for organizing, scheduling, and managing the flow of activities for the field technicians. They monitor/adjust the daily schedule as needed to complete the expected and upcoming work in the short term. This position is responsible for collaborating with managers, office staff, sales staff, field technicians, contractors, and customers to ensure smooth and profitable projects from start to finish.

Essential Duties & Responsibilities:

• Schedule appointments for clients, answer phones and track clients’ service records
• Coordinate and manage assigned jobs, including retrofits, installations, large repair projects, and other project-based work from start to completion.
• Serve as the primary administrative liaison between project managers, technicians, customers, vendors, and general contractors.
• Prepare, track, and submit project documentation including contracts, purchase orders, change orders, closeout documents, and customer-required paperwork.
• Manage project billing process, including invoice preparation, pay application support, collection of supporting documentation, and tracking payment status.
• Ensure all project documents are maintained in accordance with company standards and customer requirements.
• Assess the needs of clients and connect them with the correct provider
• Create and maintain a directory of providers and resources
• Create and maintain a database of clients and client needs
• Bill completed service SRs for local accounts.
• Order any materials needed for the required service.
• Interact with clients who are not satisfied, putting service and communication techniques into practice and resolving any conflicts professionally and answering inquiries respectfully
• Evaluate the quality of all services and identify areas that need improvements
• Ensure each client is given the necessary services and follow up to fill ongoing service needs
• Maintain good relationships with providers and clients to keep customer base
• Monitor the services being provided and stay up to date on any services being introduced or discontinued
• Expand the list of resources and providers to assure there are no gaps in services
• Answer telephones and respond to email inquiries in the office
• Perform other duties assigned by management.

Education/Qualification:

• Previous experience in construction administration, project coordination, service operations, or a related construction industry is required.
• The ideal candidate should have a minimum of two years in a construction administration role.
• Knowledge of pay applications, AIA billing, invoicing, lien waivers, change orders, and project documentation is highly recommended.
• Previous administrative experience preferred
• Proficient skills in Microsoft Office, including Microsoft Word and Microsoft Excel
• Excellent customer service and problem-solving skills
• High-quality organizational skills
• The ability to work well under deadlines and to multitask
• The ability to build relationships and coalitions within the community
• Excellent verbal and written communication skills
• Excellent critical thinking and problem-solving skills

Other Duties

• Adheres to the Code of Conduct, Confidentiality Agreement, and Company Safety Policy.
• Performs other duties as assigned.

Physical Requirements

• Prolonged periods sitting at a desk and working on a computer.

Pay

• $20 to $27 depending on experience.
• Weekly pay schedule.

Benefits And Perks

• Excellent pay
• Medical, dental, vision
• Company paid life insurance
• Company paid short-term disability
• 401K with employer match
• Paid vacation and company holidays
• Training and Career Development
• Company vehicle (if job applicable)
• Immediate qualification for the ALL In Ownership Plan for all eligible full-time employees

Pye-Barker Fire & Safety is an Equal Opportunity Employer. All applicants will be considered for employment without regard to race, color, creed, religion, national origin, ancestry, citizenship status, age, sex, gender, pregnancy, sexual orientation, gender identity, gender expression, genetic information, disability, military service and veteran status, or any other characteristic protected by applicable law.