Project Administrative Assistant at Curtis Contracting, Inc. West Point, VA

Curtis Contracting, Inc.; West Point (VA); On-site; USD 40,000 - 65,000; Full time

Job summary

Curtis Contracting, Inc. is seeking a Project Administrative Assistant to support project managers, superintendents, and team members on highway construction projects.

You will maintain project documentation, ensure contract compliance, generate and manage subcontracts and purchase orders, and assist in generating monthly progress billings. The role aims to streamline project operations with accuracy and industry-standard practices.

Qualifications

• High school diploma or equivalent; Associates degree a plus.
• 3–5+ years accounting experience, preferably in construction.
• Proficient with Word, Excel and Outlook; strong attention to detail.

Responsibilities

• Maintain project records, submittals and lien waivers; ensure files are current.
• Enter and review invoices to align with budgets.
• Create and manage subcontracts and purchase orders; track lien waivers.
• Track daily quantities and assist in monthly progress billings.
• Provide general clerical support and data entry for project operations.

Skills

Microsoft Word

Microsoft Excel

Microsoft Outlook

Organizational skills

Communication skills

Education

High school diploma

Associates degree

Administrative certification

Job description

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. is an equal opportunity employer and is committed to diversity in the workplace. We prohibit discrimination and harassment of any kind based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. We encourage all qualified individuals to apply and thrive in our inclusive environment.