On-Site Construction Admin: Project Docs & Coordination

Ultimate Staffing Services; Englewood (CO); On-site; USD 34,000 - 41,000; Full time

Job summary

Ultimate Staffing Services is seeking a highly organized Construction Administrative Assistant to support a busy construction team in the Denver area. This role focuses on handling project documentation, schedules, and coordination across project managers and vendors.

You will maintain records, assist with invoices, and ensure compliance with company policies, delivering accurate, timely administrative support to keep projects on track in Centennial, CO.

Qualifications

• 2-5+ years of administrative experience within the construction, engineering, or related industry.
• Experience supporting multiple projects and managing high-volume documentation.
• Knowledge of construction terminology, project documentation, and subcontractor processes.
• Proficiency with SupplyPro, VendorSuite, and Microsoft Suite software.
• Strong organizational skills with exceptional attention to detail.
• Excellent verbal and written communication skills.
• Experience with construction management software such as Procore, Viewpoint, or similar platforms preferred.

Responsibilities

• Provide daily administrative support to project managers and construction team members.
• Prepare, maintain, and distribute project documentation, contracts, submittals, RFIs, and change orders.
• Track project schedules, deadlines, and deliverables to ensure timely completion.
• Coordinate meetings, prepare agendas, and distribute meeting notes.
• Manage project files and maintain accurate electronic and hard-copy records.
• Assist with vendor and subcontractor onboarding and documentation collection.
• Support accounts payable activities by processing invoices and tracking payment status.
• Communicate with clients, vendors, subcontractors, and internal teams regarding project updates and documentation needs.
• Order office and project supplies and maintain inventory levels.
• Ensure compliance with company policies and project documentation requirements.
• Assist with preparing reports, bid packages, and project closeout documents.
• Identify opportunities to improve administrative processes and workflow efficiency.

Skills

Administrative experience

Construction terminology

Attention to detail

Verbal and written communication

Documentation management

Tools

SupplyPro

VendorSuite

Microsoft Office

Procore

Viewpoint

Job description

Ultimate Staffing Services is seeking a highly organized Construction Administrative Assistant to support a busy construction team in the Denver area. This role focuses on handling project documentation, schedules, and coordination across project managers and vendors.

You will maintain records, assist with invoices, and ensure compliance with company policies, delivering accurate, timely administrative support to keep projects on track in Centennial, CO.