Requirements
Responsibilities:
• We are seeking a highly organized and proactive Administrative Executive to support the daily operations of our building and construction team. This role requires a blend of administrative, operational, and customer service skills to ensure smooth project delivery, maintain accurate records, and provide excellent service to both internal teams and external stakeholders
• Administrative Support: Provide general administrative support to the management team, including scheduling meetings, maintaining calendars, and handling communications (phone, email, correspondence).
• Document Management: Assist with creating, organizing, and filing construction-related documents such as contracts, permits, RFIs (Requests for Information), change orders, and other project documentation. Ensure all records are up-to-date, accurate, and easily accessible.
• Procurement Support: Assist the purchasing team with procurement processes by tracking materials, equipment, and supplier invoices. Coordinate with vendors to ensure timely delivery of supplies and equipment.
• Project Coordination: Support project managers and site supervisors by preparing project reports, tracking project timelines, and maintaining schedules.
• Help with monitoring project progress and assist in resolving any administrative roadblocks.
• Compliance & Reporting: Ensure that all required permits, licenses, and other regulatory documentation are up to date and compliant with industry standards.
• Client & Vendor Communication: Handle client inquiries, requests, and complaints, ensuring that all concerns are addressed promptly and professionally. Coordinate with vendors and subcontractors for smooth project execution.
• Office Management: Maintain office supplies, manage equipment, and coordinate office-related activities to ensure an efficient working environment.
• Data Entry & Reporting: Perform data entry for project financials, resource allocations, and other key metrics. Prepare regular reports on project status, budgets, and schedules for senior management.
• Health & Safety Coordination: Assist with ensuring that all safety protocols and regulations are adhered to on job sites by tracking safety certifications, training records, and safety meetings.
• Other Duties as Assigned: Perform other administrative and operational tasks as needed to support the building and construction team.
Candidate Profile:
• Proven experience (2+ years) in an administrative role, preferably in construction, engineering, or a related field.
• Strong knowledge of office software (Microsoft Office Suite, particularly Excel, Word, and Outlook).
• Experience with project management software (e.g., Procore, Buildertrend, or similar) is a plus.
• Excellent organizational and time-management skills with the ability to manage multiple tasks simultaneously.
• Strong communication skills, both written and verbal, with the ability to interact professionally with clients, vendors, and team members.
• Attention to detail and a proactive approach to problem-solving.
• Ability to work independently and as part of a team in a fast-paced environment.
• Knowledge of construction terminology, processes, and documentation is highly desirable.
• Willingness to work remotely / from home for an initial period of time