Construction Office Administrator

W3Global; Ridgefield (CT); On-site; USD 42,000 - 60,000; Full time

Benefits offered by this job

Flexible schedule

Job summary

W3Global is seeking a Construction Office Administrator to coordinate office operations that support field teams, clients, and vendors. You will manage schedules, records, and daily communications to ensure smooth project flow.

The role emphasizes accurate documentation, timely updates, and proactive coordination with clients and vendors to keep projects on track and stakeholders informed.

Qualifications

• Office/clerical experience required.
• Working knowledge of Buildertrend, spreadsheets, Google Drive, DocuSign, and financial software.
• Strong schedule management and organizational skills.
• Excellent communication with clients and vendors.
• Experience with vendor management, bookkeeping or payroll is a plus.

Responsibilities

• Manage calendars, project schedules, meetings, and events; coordinate vendors and client communications.
• Attend meetings and take detailed minutes; send meeting recaps.
• Maintain BuilderTrend documents and schedules up to date.
• Maintain spreadsheets and confidential office records.
• Send detailed weekly emails to customers about work completed and upcoming.
• Support staff with birthdays, events, apparel orders.
• Manage vendor accounts and keep payments up to date.
• Organize documents for permits filing.

Skills

Schedule management

Organizational skills

Client communication

Vendor management

Tools

Buildertrend

Spreadsheets

Google Drive

DocuSign

Job description

Overview

Full Job Description

Keep construction projects moving by coordinating the office operations that support field teams, clients, and vendors. As a Construction Office Administrator, you'll manage schedules, records, financial paperwork, and day-to-day communication with care and accuracy. Your impact: Organized project information and timely coordination help crews stay focused and clients receive clear updates.

Responsibilities

• Manage calendars, project schedules, meetings, and event planning; coordinate vendors and client communication.
• Attending meetings and taking detailed minutes to send out meeting recaps to all parties.
• Maintain and keep BuilderTrend up documents and schedules up to date.
• Maintain spreadsheets and documents; organize confidential information and office records.
• Send out detailed weekly emails to customers detailing work completed that week and upcoming work to follow.
• Support staff by keeping track of birthdays, planning company parties, ordering apparel, etc.
• Managing vendor accounts and keeping payments up to date.
• Organize necessary documents to assist in filing permits.

Requirements

• Office, administrative, or clerical experience; accounting and finance experience.
• Working knowledge of Buildertrend, spreadsheets, Google Drive, DocuSign, and financial or accounting software.
• Strong schedule management, organizational, communication, and client communication skills.
• Experience with vendor management, bookkeeping, payroll, budgeting, calendar management, and office management is an asset.
• Demonstrated technical proficiency, discretion handling confidential information, and the ability to support or supervise a team.

Benefits

• Experience in a construction or similar field preferred.
• Flexible schedule.