Construction Administrative Assistant: PM Docs & Contracts

Hoar Construction; Birmingham (AL); On-site; USD 34,000 - 48,000; Full time

Job summary

Hoar Construction is seeking an Administrative Assistant to support one or more managers with documentation and correspondence related to projects. Responsibilities include creating and maintaining project information, subcontracts, POs, change orders, and transmittals, along with coordinating invoices and payments.

The role requires proficiency in MS Office and familiarity with Adobe/Bluebeam and Procore, plus ability to handle vendor communications, data entry, and document preparation.

Qualifications

• High School Diploma, GED or equivalent.
• 1-2 years administrative support experience preferably in the A/E/C industry.
• Proficient in MS Office, Adobe/Bluebeam; Procore experience preferred.
• General basic knowledge of or ability to learn accounting software and systems.
• Valid Driver's License required.

Responsibilities

• Create and maintain project information in project management system; create subcontracts, purchase orders, change orders and their attachments; generate transmittals per Project Manager’s request for plans and specifications and pay requests.
• Correspond on routine inquiries with subcontractors and vendors; fax or email correspondence to field or other locations as needed.
• Coordinate invoice routing and monitor payments to subcontractors and vendors.
• Enter and maintain client and prospect data in automated system.
• Generate and edit contract-based documents through contract negotiations to produce final AIA owner contract documents; produce owner AIA change orders as required.
• Answer and direct phone calls or take messages for appropriate parties.
• Verify insurance certificates and follow up to ensure proper coverage.
• Greet and welcome persons entering the office; determine purpose of visit and direct them to destinations.
• Notarize, copy and distribute required documents.
• Prepare agendas for meetings and arrange catering for luncheons and other meetings.
• Prepare plans and specifications for pickup/shipment.
• Read and analyze incoming memos, submissions and reports to determine significance and plan distribution.
• Contact subcontractors/vendors to follow up on signed subcontracts, purchase orders and change orders.
• Perform general administrative duties such as filing, photocopying, taking and distributing meeting minutes, managing schedules, coordinating travel, and maintaining database records.

Skills

Administrative support

MS Office proficiency

Communication

Time management

Education

High School Diploma or GED

Tools

Adobe/Bluebeam

Procore

Accounting software basics

Job description

Hoar Construction is seeking an Administrative Assistant to support one or more managers with documentation and correspondence related to projects. Responsibilities include creating and maintaining project information, subcontracts, POs, change orders, and transmittals, along with coordinating invoices and payments.

The role requires proficiency in MS Office and familiarity with Adobe/Bluebeam and Procore, plus ability to handle vendor communications, data entry, and document preparation.