Construction Administrative Assistant - Santa Teresa, NM

Cec Facilities Llc; Santa Teresa (NM); On-site; USD 42,000 - 64,000; Full time

Job summary

Cec Facilities Llc is seeking a Construction Administrative Assistant to provide essential clerical and data support for Special Projects Operations. The role handles project tracking, scheduling, and document control, interfacing with managers, contractors, and visitors alike.

Primary duties include filing, meeting coordination, RFI processing, CO handling, and timecard review, with emphasis on confidentiality and professional communication. Strong Excel and Office skills are required.

Qualifications

• High school diploma required with 1-4 years administrative experience.
• Proficiency with Microsoft Office; excellent Excel skills.
• Detail oriented with strong organizational abilities.
• Ability to maintain confidentiality and exercise discretion.
• Strong written and verbal communication; customer service mindset.

Responsibilities

• Assist managers in tracking multiple projects.
• Perform administrative and clerical tasks and file project documents.
• Create and maintain project schedules and logs (RFIs, COs, submittals).
• Arrange travel, schedule meetings, and take meeting minutes.
• Process RFIs and change orders; review timecards and expenses.
• Answer phones and coordinate with internal/external contacts.

Skills

Microsoft Office

Excel

Detail oriented

Organizational skills

Written communication

Verbal communication

Discretion / confidentiality

Customer service

Planning and calendaring

Adaptability

Education

High school diploma

Administrative experience 1-4 years

Recent college graduate (construction/engineering a plus)

Tools

Microsoft Office

Excel

Job description

Position SummaryThis Position works under indirect supervision and provides administrative and clerical support to Special Projects Operations. The Construction Administrative Assistant deals directly with a diverse group of important external contacts and visitors as well and internal contacts at all levels of the organization. Independent judgement and professionalism is required to plan, prioritize and organize a diversified workload.Essential Duties and ResponsibilitiesResponsible for assisting managers in tracking multiple projects.Perform administrative and clerical tasks.Maintain data for making transfers of personnel.Filing project documents, creating and maintaining project schedules.Arranging travel and scheduling meetings, meeting minutes.Process RFI (Request for Information) from contractor and submits to PM.Process change orders on request.Establish and maintain project logs of RFIs, change order requests, submittals and trasmittals, submits and reviews timecards and expenses.Receive and organize all documents for Assistant General Superintendent.Answer phone and return phone calls.Collaborate with management concerning current manpower regarding who is available and what resources are available.Other Duties and ResponsibilitiesPerform other related duties as assigned to ensure efficient and effective processes and smooth operation of department.Education and ExperienceHigh school diploma required with 1-4 years administrative experience.Recent college graduate with interest in construction work or pursuing college degree in engineering or construction a plus.Understanding and proficiency with Microsoft Office Products, with excellent Excel skills.Previous experience and understanding of commercial construction industry.Required Skills, Knowledge, and AbilitiesDetail oriented and strong organizational skills required.Excellent problem-solving skills and capacity to identify and resolve problems in a timely manner.Strong written, and verbal communication skills.Ability to maintain a high degree of confidentiality and exercise discretion and appropriate judgment in handling sensitive material.High attention to detail, accuracy, and thoroughness.Mature and self-directed.Demonstrated ability to perform customer service with positive results.Work independently as well as in a collaborative environment.Customer service oriented.Planning, calendaring and organizing.Attention to detail and accuracyFlexibility and adaptability.Knowledge of operation of standard office equipment.Knowledge of clerical and administrative procedures and systems such as filing and record keeping.Must be able to pass drug and background check.Work EnvironmentThe work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.May work inside or outside. Possible exposure to hot and cold temperatures, in all-weather elements such as rain, heat, cold and snow. This position also requires work at extreme heights, in areas that are under construction, or in restricted areas such as a switchgear room, manhole, utility tunnel, crawl space, or attic, in confined spaces, and on slippery or uneven surfaces; works on ladders, scaffolds, aerial lifts, catwalks, in ditches and excavations; works in and around single and multi-story buildings with all exposures typical of a heavy construction site, including portable sanitary facilities.Physical DemandsThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Must be able to bend, stoop, squat, crawl, climb, kneel, balance, push, pull and reach overhead.Lift 51 pounds, routinely. Constantly move about on the feet.Climb ladders of all types.Complete full day assignments involving overhead work.Must be able to make transition from employee parking area or street into construction work areas and to access all levels of the building, even if the only means of access is by O.S.H.A. approved site construction ladder or stairs still under construction, but acceptable for use.Must be capable of securing tools and materials from storage areas to complete assigned tasks.Possess good vision, normal or corrected. Specific vision abilities required by this job include close vision, distance vision, color vision to discern color coded wires, peripheral vision, depth perception and ability to adjust focus.Possess good hearing, normal or corrected.Must be able to wear personal protective equipment (hard hat, safety glasses, safety vest) at all times.Must be able to work 8 hours a day, 40 hours per week, and overtime as required and night shifts, as needed. This position requires flexible work hours. In order to get a project completed on time, this position is often required to work overtime, weekends, and night shifts.Must be able to work in the presence of customers and their representatives with little or no interference or disruption to the customer while maintaining a professional and courteous image.CEC Companies is an Equal Opportunity Employer. We are committed to attracting and retaining the best-qualified individuals, regardless of race, color, religion, national origin, gender, age, disability, veteran status, or any other status protected under federal, state, or local law. All qualified applicants are encouraged to apply.