Project Administrative Assistant$18-$28hr

Curtis Contracting, Inc.; West Point (VA); On-site; USD 45,000 - 60,000; Full time

Job summary

Curtis Contracting, Inc. in Virginia is seeking a Project Administrative Assistant to provide essential clerical support to project managers and field staff on highway construction projects.

You will manage project documentation, subcontract and purchase order administration, and monthly progress billings, while ensuring accuracy, compliance, and timely communications within a fast-paced team environment. Strong organizational and communication skills, plus proficiency with Word, Excel, and

Qualifications

• High school diploma or equivalent; Associates degree or administrative certification is a plus.
• 3-5+ years of accounting experience, preferably within the construction industry.
• Proficiency in Microsoft Word, Excel and Outlook.
• Strong organizational skills with attention to detail and accuracy.
• Ability to prioritize multiple assignments and meet deadlines in a fast-paced environment.
• Strong communication skills, both written and verbal.

Responsibilities

• Documentation and Compliance: Maintain and organize project records, including tracking submittals, lien waivers, contract compliance documents, and daily production quantities.
• Invoice Management: Enter and review project-related invoices to ensure they align with budgetary guidelines.
• Subcontract and Purchase Order Administration: Create, submit, and manage subcontracts and purchase orders; track lien waivers and issue vendor payments when ready.
• Production Tracking and Project Billing: Track project quantities and generate monthly progress billings, while tracking payments.
• General Administrative Support: Data entry, file maintenance, answering phones, and other clerical tasks.

Skills

Strong organizational skills

Strong communication skills

Ability to prioritize multiple tasks

Clerical and administrative excellence

Education

High school diploma or equivalent

Associates degree or administrative certification (plus)

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

Job Description: Project Administrative Assistant

The Project Administrative Assistant provides essential administrative and clerical support to project managers, superintendents, and other team members involved in highway construction projects. This role is responsible for maintaining project documentation, ensuring contract compliance, generating and managing subcontracts and purchase orders, and assisting in generating monthly progress billings. The successful candidate will help to streamline project operations, ensuring accuracy, efficiency, and adherence to industry standards.

Key Responsibilities:

• Documentation and Compliance: Maintain and organize project records, including tracking submittals, lien waivers, contract compliance documents, and daily production quantities. Ensure all files are current, accurate, and easily accessible.


• Invoice Management:
  Enter and review project-related invoices to ensure they align with budgetary guidelines.


• Subcontract and Purchase Order Administration:
  Collaborate with project managers and team members to create, submit, and manage subcontracts and purchase orders. Track and manage the timely receipt of lien waivers to ensure compliance with contractual requirements. Issue vendor payments once requirements have been met.


• Production Tracking and Project Billing:
  Assist in tracking project quantities related to daily production and verifying accuracy. Generate and submit monthly progress billings along with tracking payments.


• General Administrative Support:
  Provide general clerical support, including data entry, file maintenance, answering phones, and other tasks to assist with the smooth operation of the project team.

Qualifications:

• High school diploma or equivalent; Associates degree or relevant administrative certification is a plus.


• 3-5+ years of accounting experience, preferably within the construction industry.


• Proficiency required in the use of Microsoft Windows applications: Word, Excel and Outlook.


• Strong organizational skills with attention to detail and accuracy.


• Ability to prioritize multiple assignments and meet deadlines in a fast-paced environment.


• Strong communication skills, both written and verbal.

Curtis Contracting, Inc. (CCI) is a Class “A” contractor prequalified with VDOT and has been in business since 1985. The company is organized into multiple divisions, including Civil, Heavy Highway, Road & Bridge Maintenance, and Federal.

Curtis Contracting, Inc. was founded on the principles of ethics, partnering, quality, integrity, safety, and environmental stewardship. These values continue to guide our leadership team and daily operations. We hope you will consider joining our team.

Curtis Contracting, Inc. is an equal opportunity employer, including individuals with disabilities and veterans.