Construction Administrative Assistant

Pye-Barker Fire & Safety, LLC; 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

Job summary

Pye-Barker Fire & Safety, LLC is seeking a highly organized construction administration professional to coordinate field activities, manage schedules, and liaise with clients, technicians, and vendors. The role emphasizes meticulous documentation, billing support, and proactive problem solving within a fast-paced environment.

The candidate should bring 2+ years in construction administration, strong MS Office skills, and knowledge of pay applications and invoicing.

Qualifications

• Minimum two years in construction administration or related role.
• Knowledge of pay applications, AIA billing, invoicing, lien waivers, change orders and project documentation is recommended.
• Proficient in Microsoft Word and Excel; strong customer service skills.

Responsibilities

• Schedule client appointments, answer calls, and track service records.
• Coordinate projects including retrofits, installations, and large repairs.
• Serve as liaison between project managers, technicians, customers, vendors and contractors.
• Prepare and submit contracts, purchase orders, change orders, closeout docs and required paperwork.
• Manage project billing, invoices, and payment status.
• Maintain project documents per company standards.
• Assess client needs and connect them with providers.
• Create and maintain directories of providers and clients.
• Bill service SRs and order materials as needed.
• Handle client inquiries and resolve conflicts professionally.
• Monitor services and identify areas for improvement.
• Maintain relationships with providers and clients to expand services.
• Answer phones and respond to emails; perform other duties as assigned.

Skills

Customer service

Problem solving

Organizational skills

Verbal and written communication

Multitasking

Deadline management

Microsoft Office

Microsoft Word

Microsoft Excel

Education

2+ years in construction administration

Tools

AIA billing

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 recordsCoordinate 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 providerCreate and maintain a directory of providers and resourcesCreate and maintain a database of clients and client needsBill 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 respectfullyEvaluate the quality of all services and identify areas that need improvementsEnsure each client is given the necessary services and follow up to fill ongoing service needsMaintain good relationships with providers and clients to keep customer baseMonitor the services being provided and stay up to date on any services being introduced or discontinuedExpand the list of resources and providers to assure there are no gaps in servicesAnswer telephones and respond to email inquiries in the officePerform 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 preferredProficient skills in Microsoft Office, including Microsoft Word and Microsoft ExcelExcellent customer service and problem-solving skillsHigh-quality organizational skillsThe ability to work well under deadlines and to multitaskThe ability to build relationships and coalitions within the communityExcellent verbal and written communication skillsExcellent critical thinking and problem-solving skillsOther 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 payMedical, dental, visionCompany paid life insuranceCompany paid short-term disability401K with employer matchPaid vacation and company holidaysTraining and Career DevelopmentCompany vehicle (if job applicable)Immediate qualification for the ALL In Ownership Plan for all eligible full-time employeesPye-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.