Office Assistant

The Office Assistant provides administrative and clerical support to ensure the efficient operation of the construction office. This position handles day-to-day organizational tasks, manages communications, and assists various departments (Project Management, Accounting, and Field Operations) to help projects stay on schedule and budget.

Essential Duties and Responsibilities

Administrative & Clerical Support (Primary Focus)

• Manage and organize physical and electronic files, ensuring all project documentation (permits, contracts, invoices, change orders) is current and easily accessible.
• Answer and direct phone calls, greeting visitors in a professional and friendly manner.
• Handle incoming and outgoing mail, packages, and deliveries.
• Order, stock, and maintain inventory of office supplies and breakroom necessities.
• Schedule and coordinate meetings, appointments, and travel arrangements for staff and management.
• Prepare correspondence, reports, presentations, and documents using Microsoft Office Suite (Word, Excel, PowerPoint).

Project Support

• Assist Project Managers with document control, including processing submittals, RFIs (Requests for Information), and change orders.
• Maintain and update project binders and databases.
• Coordinate communication between the office, field crews, subcontractors, and vendors.
• Assist in the preparation and distribution of bid packages and contracts.

Financial & Accounting Assistance

• Assist the Accounting department with basic bookkeeping tasks (e.g., data entry, expense reporting).
• Process and track vendor invoices and subcontractor payment applications.
• Prepare and track customer invoices, ensuring accurate coding and documentation.
• Manage company credit card receipts and expense reports for approval.

HR & Safety Support

• Assist with onboarding new hires by preparing paperwork and setting up employee files.
• Maintain accurate personnel files (confidentiality is critical).
• Assist in tracking and documenting safety meeting attendance and compliance records.

Qualifications

Required Education and Experience

• High school diploma or equivalent (GED).
• [1-2] years of proven experience in an office administrative or clerical role.
• Experience in the construction or skilled trades industry is highly preferred.

Skills and Abilities

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) is mandatory.
• Excellent written and verbal communication skills.
• Strong organizational and time management skills with the ability to prioritize tasks and meet deadlines.
• High level of attention to detail and accuracy, especially when dealing with financial and legal documents.
• Ability to work independently with minimal supervision and as part of a team.
• Knowledge of standard office procedures and equipment (copiers, scanners, phone systems).
• Familiarity with construction management software (e.g., Procore, Buildertrend, QuickBooks) is a plus.

Job Type: Full-time

Pay: ₹8,968.61 - ₹13,881.85 per month

Benefits:

• Cell phone reimbursement

Work Location: In person