Smart Cell Recruitment is proud to represent our client, a well-established construction and development organization, in the search for a Project Administrative Assistant. This role provides essential administrative and project coordination support to the construction management team, ensuring that documentation, contracts, and communication flow smoothly throughout all phases of construction.
The ideal candidate is organized, detail-oriented, and thrives in a fast-paced environment where teamwork and precision are essential.
The Project Administrative Assistant supports project teams by managing administrative paperwork, assisting with contract processing, maintaining project records, and ensuring compliance with established procedures. This position plays a critical role in keeping construction projects on schedule and within compliance through accurate documentation and timely communication.
Prepare and process subcontracts, purchase orders, and related documentation.
Review and issue subcontract change orders and maintain accurate contract logs.
Track and log certified payroll for designated projects.
Prepare and process owner pay applications in a timely and accurate manner.
Attend project meetings, record detailed meeting minutes, and distribute documentation to relevant stakeholders.
Support project managers with document control processes, including submittals, RFIs (Requests for Information), and ASIs (Architect’s Supplemental Instructions).
Process owner change orders and related AIA (American Institute of Architects) documents.
Manage and process transmittals for all project-related paperwork.
Maintain and organize project files, records, and databases (e.g., Prolog Converge or equivalent software).
Communicate with owners, subcontractors, and suppliers to resolve administrative or documentation issues promptly.
Provide backup coverage for reception duties, including phones and front desk support, as needed.
Perform other administrative and project coordination duties as assigned.
High school diploma or equivalent required; some college coursework preferred.
1–2 years of administrative or office experience; industry-related experience (construction, architecture, or engineering) a plus.
Strong organizational and multitasking abilities with keen attention to detail.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook); experience with Prolog Converge or other project management software is advantageous.
Strong written and verbal communication skills.
Ability to work collaboratively in a team environment and manage multiple priorities under deadlines.
First Aid/CPR/AED certification preferred or willingness to obtain.
