Construction Administrative Assistant – Electrical Division

Hinterland Group; Town of Florida (NY); On-site; USD 28,000 - 41,000; Full time

Job summary

Hinterland Group is seeking a Construction Administrative Assistant to support project managers and field staff, maintain project files, prepare reports, and coordinate scheduling across construction operations. You will communicate with subcontractors and vendors, track documents, and assist with invoices and change orders.

The role is primarily office-based with occasional site visits. Strong organizational, communication, and MS Office skills are essential to succeed in a fast-paced

Qualifications

• High school diploma or equivalent; associate degree preferred.
• 1–3 years of administrative, office, or construction-related experience preferred.
• Experience in the construction industry is a plus.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office, including Word and Excel.
• Ability to manage multiple tasks and meet deadlines in a fast-paced environment.
• Strong attention to detail and accuracy.

Responsibilities

• Provide administrative support to construction project managers and field staff.
• Maintain project files, contracts, permits, invoices, purchase orders, and other documentation.
• Prepare, organize, and distribute project reports, correspondence, meeting notes, and other documents.
• Assist with scheduling meetings, inspections, deliveries, and project activities.
• Communicate with subcontractors, vendors, clients, inspectors, and internal team members.
• Track subcontractor paperwork, insurance certificates, licenses, and compliance documents.
• Assist with purchase orders, invoices, receipts, and expense tracking.
• Enter and maintain project information in construction management and office software.
• Monitor deadlines and follow up on outstanding documents or action items.
• Assist with change orders, submittals, RFIs, and other project documentation.
• Maintain accurate electronic and physical filing systems.
• Answer phones, respond to emails, and handle general office correspondence.
• Support project closeout activities and document collection.
• Perform other administrative duties as needed to support construction operations.

Skills

Administrative support

Microsoft Office

Communication

Time management

Education

High school diploma

Associate degree preferred

Tools

Microsoft Excel

Construction management software

Job description

Position Summary

The Construction Administrative Assistant provides administrative and organizational support to project managers, superintendents, subcontractors, and office staff. This position helps keep construction projects organized by maintaining records, coordinating schedules, processing documentation, communicating with vendors and subcontractors, and supporting day-to-day project operations.

Key Responsibilities

• Provide administrative support to construction project managers and field staff.
• Maintain project files, contracts, permits, invoices, purchase orders, and other documentation.
• Prepare, organize, and distribute project reports, correspondence, meeting notes, and other documents.
• Assist with scheduling meetings, inspections, deliveries, and project activities.
• Communicate with subcontractors, vendors, clients, inspectors, and internal team members.
• Track subcontractor paperwork, insurance certificates, licenses, and compliance documents.
• Assist with purchase orders, invoices, receipts, and expense tracking.
• Enter and maintain project information in construction management and office software.
• Monitor deadlines and follow up on outstanding documents or action items.
• Assist with change orders, submittals, RFIs, and other project documentation.
• Maintain accurate electronic and physical filing systems.
• Answer phones, respond to emails, and handle general office correspondence.
• Support project closeout activities and document collection.
• Perform other administrative duties as needed to support construction operations.

Qualifications

• High school diploma or equivalent required; associate degree preferred.
• 1–3 years of administrative, office, or construction-related experience preferred.
• Experience in the construction industry is a plus.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office, including Word and Excel.
• Ability to manage multiple tasks and meet deadlines in a fast-paced environment.
• Strong attention to detail and accuracy.
• Ability to work effectively with project managers, field personnel, subcontractors, and vendors.
• Familiarity with construction terminology and project documentation is preferred.

Physical & Work Requirements

• Primarily office-based, with occasional visits to construction sites as required.
• Ability to work in a fast-paced environment and manage changing priorities.
• May occasionally be required to walk through active construction areas while following applicable safety requirements.

Preferred Skills

• Construction project administration
• Scheduling and calendar management
• Document control
• Vendor and subcontractor coordination
• Invoice and purchase order processing
• Microsoft Excel and Word
• Construction management software
• Data entry and record keeping
• Professional communication
• Problem-solving and organization