Field Administrative Assistant

Sky Mavis; Harrisburg (Dauphin County); On-site; USD 30,000 - 39,000; Full time

Benefits offered by this job

Comprehensive Benefits Package

Medical, dental, vision plans

401k

Generous PTO

Employee assistance program

Flexible spending accounts

Life insurance

Disability coverage

Learning & development programs

Job summary

Clayco is seeking a Field Administrative Assistant to support Project Managers, Engineers, Superintendents and the project team on site with administrative duties. Responsibilities include preparing reports, managing subcontract documents, entering orders, and coordinating meetings and travel.

The role emphasizes being a self-starter, detail-oriented and a collaborative team member who can adapt to changing requirements and tight deadlines while upholding safety and quality on the job site.

Qualifications

• Interest in learning the business and evolving into a solutions-focused problem solver.
• Diligent, mature, responsible, self-starter with attention to others’ needs.
• Able to handle deadlines under pressure with a sense of urgency.
• Organized with the ability to set priorities and take direction.
• Team player who is positive, adaptable, and eager for a challenge.
• Embraces change and looks for continuous improvements and quality.
• Strong written and verbal communication, with accurate reporting.

Responsibilities

• Prepare correspondence (typing) and support general office tasks.
• Assist with document management, including subcontracts, change orders, LOIs, and other project documents.
• Distribute and retrieve executed documents for projects and audits as needed.
• Type contracts, change orders, and meeting minutes; assist with project closeout.
• Enter punch list items and update job information through completion.
• Run project reports and issue dunning letters as required.
• Enter daily reports for Clayco and subcontractors and coordinate on missing paperwork.
• Update rack drawings with current project issues in a timely manner.

Job description

About Us

Clayco is a full-service, turnkey real estate development, master planning, architecture, engineering, and construction firm that safely delivers clients across North America the highest quality solutions on time, on budget, and above and beyond expectations. With $8.1 billion in revenue for 2025, Clayco specializes in the "art and science of building," providing fast track, efficient solutions for mission critical, industrial, life sciences, power & energy, aviation, commercial, institutional, residential and sports & entertainment related building projects.

The Role We Want You For

The Field Administrative Assistant takes the lead in providing comprehensive support to Clayco Project Managers, Project Engineers, Superintendents, Mission Control and Technical Services, as assigned. Prepare daily and monthly reports, checks outboxes and distributes mail. Assist Clayco in document management by entering and processing of subcontracts, purchase orders, letters of intent, change orders, safety audits, submittals, bid packages, entering punch-list items and updating the information thru the completion of the job and other paper work processing. Follow up with subcontractors and suppliers if executed documents are missing. Arrange meetings, travel, and ordering food if required, In addition; greet and direct visitors, workers, deliveries, and overall assistance to the entire project team and activities taking place on job site with whatever is needed to accomplish the company’s objectives. Acts on own initiative, with a minimal amount of supervision, and yet is a team player. This person is assigned to project teams and will need to be organized, focused and a quick learner.

The Specifics of the Role:

• Prepares correspondence (typing).
• Readily assists with whatever is needed to accomplish the company’s objectives. This includes typing, filing, copying, binding, scanning, and whatever else is necessary. This will also include document retrieval for auditing and litigation as needed.
• Retrieves, scans, transmits and electronically (or physically) distributes executed subcontracts, change orders and other documents associated with projects. This is an extremely important responsibility.
• May type contracts, change orders, letters of intent, meeting minutes, etc., and distribute as required. May also help obtain, assemble and assist with project closeout.
• May assist in entering punch list items and updating the information thru the completion of the job.
• Routinely will run reports and dunning letters on projects as required.
• Enter Daily Reports for Clayco and Subcontractors each day and follow up with Subcontractors on missing paperwork.
• Update rack drawing with the most current issues on a timely basis. This may be daily.

Requirements:

• Interested in learning the business – evolving into someone who will look for solutions to issues and not just pass along messages.
• A diligent, mature, responsible individual – who is a self-starter, is detail-oriented and attentive to the needs of others.
• Able to handle deadlines in pressure situations, with a sense of urgency about the work being performed.
• Organized with the ability to set priorities and take direction.
• A Team Player, ready to assist in any role, who is positive, with a winning attitude, and one who enjoys a challenge.
• Embraces change and recognizes the benefits with a positive outlook.
• Is attentive to detail and accuracy, is committed to excellence, looks for improvements continuously, monitors quality levels, finds root cause of quality problems, owns/acts on quality problems.
• Communicates well both verbally and in writing, creates accurate and punctual reports, delivers presentations, shares information and ideas with others, has good listening skills

Why Clayco?

• 2025 Best Places to Work – St. Louis Business Journal, Los Angeles Business Journal, and Phoenix Business Journal.
• 2025 ENR Top 400 – Top Data Center Contractor (Top 3).
• 2025 ENR Top 100 Design-Build Firms – Design-Build Contractor (Top 5).
• 2025 ENR Top 100 Green Contractors – Green Contractor (Top 3).

Benefits

• Comprehensive Benefits Package Including: Medical, dental and vision plans, 401k, generous PTO and paid company holidays, employee assistance program, flexible spending accounts, life insurance, disability coverage, learning & development programs and more!

Compensation

• The hourly pay for this position considers a wide range of factors in making compensation decisions including but not limited to: Education, qualifications, skills, training, experience, certifications, internal equity, and location. Compensation decisions are dependent on the facts and circumstances of each case.