Executive Assistant

INA Solution; Anniston (AL); On-site; USD 40,000 - 60,000; Full time

Job summary

A construction management firm in Alabama is seeking an organized and detail-oriented coordinator to manage project documentation and support vendor onboarding. The ideal candidate will excel in communication, multitasking, and possess some experience in construction coordination or project administration. This role involves maintaining project files, assisting with scheduling, and supporting financial processes. Strong organizational skills and a proactive approach are key to success in this position.

Qualifications

• Prior experience in construction coordination or project administration preferred.
• Strong organizational skills with a high level of attention to detail.
• Ability to manage multiple responsibilities in a fast-paced environment.

Responsibilities

• Manage and organize project documentation, including contracts.
• Support the onboarding process for vendors and subcontractors.
• Maintain accurate and well-structured project files and records.

Skills

Construction coordination

Project administration

Organizational skills

Communication skills

Job description

Qualifications & Skills

• Prior experience in construction coordination or project administration preferred
• Strong organizational skills with a high level of attention to detail
• Ability to manage multiple responsibilities in a fast-paced environment
• Excellent communication skills with strong follow-up and accountability
• Familiarity with basic bookkeeping functions, including AP/AR, is an advantage

• Manage and organize project documentation, including contracts, W-9 forms, certificates of insurance (COIs), and other compliance-related paperwork
• Support the onboarding process for vendors and subcontractors
• Maintain accurate and well-structured project files and records
• Monitor pending documentation and proactively follow up with vendors and subcontractors to ensure timely submission
• Assist with scheduling coordination and facilitate internal team communication
• Provide day-to-day administrative and operational support to project managers
• Support financial processes, including Accounts Payable (AP) and Accounts Receivable (AR) tasks