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Administrative Assistant

Charters Brothers Construction Danville, NH

  • Posted: over a month ago
  • Full-Time
  • Benefits: 401k, medical
Job Description

Job Description:

The Construction Administrative Assistant is an integral member of the project team responsible for assisting in building development projects of varying size and complexity. The Construction Administrative Assistant is responsible for directing, organizing, and controlling project activities, under the direction of the company Principals, Office Manager, Project Managers (PM’s), and Project Executives (PE’s).

This position is a fantastic opportunity for the right individual to join this well-established and growing construction company that offers a rewarding career that will drive growth. In this position, you will be responsible for office administrative and assistant project management tasks in support of all construction processes. This position will work under the supervision of the company Principals and will report to the Principals.

To succeed in the role, the candidate must be self-motivated, ambitious, organized, exemplary communication skills, strong business focus, have strong time management skills, and a sense of urgency in order to deliver on commitments within critical deadlines.  We are looking for a candidate who has the ability to work independently and as a member of project teams.  We strive to provide a collaborative, creative environment where each employee is encouraged to contribute to our processes, decisions, planning, and culture.

This position will likely be involved in all aspects of the job duties listed below however, the primary role will be as described in the Accounts Payable and Billing descriptions.  The ideal candidate for this position would have a background in, and passion for bookkeeping and data entry.  A person who is well versed in these areas could excel in this role.


Job Duties:


Manage day to day clerical items including; scanning and filing documents, typing correspondence letters and transmittals to clients, subcontractors, etc.



Assist the Project Executive with Contract and Subcontract Setup in Sage (Project Management Software).


Owner Contracts

Assist the Project Executive with Contract generation, review, execution, transmittal and tracking of Contracts.

Scan and file contracts, insurances, forms, and other contract documents.

Request, submit and track job specific insurances, tax exempt forms, etc.

Update and Track Contract status in Sage, provide periodic updates to the Project Executive.



Assist the Project Manager with Subcontracts including:

     Tracking Subcontract award (Triggered by PM Issuing Letter of Intent)

     Compiling Subcontracts in electronic format for PM’s review.

     Tracking PM’s Generation of Subcontract Exhibit B Specific Scope of Work.

     Transmitting of Subcontracts to Subcontractors.

     Tracking of Subcontract execution and transmittal in order to meet the project schedule.

     Request and track job specific Subcontractor Insurances for project compliance in Sage.

     Provide Periodic Updates to the Project Manager and Project Executive.


Project Setup and Project Management Assistance

Setup Job in Sage Project Management and Job Cost for review by Project Executive.

Build Paper Filing System (Hanging Folders) and Electronic Filing System (On Server.)

Assist the PM with PO requests and generate vendor purchase orders.

Assist the PM with generating and transmitting weekly project meeting minutes.

Compile and transmit job specific reporting as necessary.

Assist Project Manager in Compiling Project Closeout Documents and Transmit to Clients as required.



Generate monthly pencil requisitions and backup for Project Managers review and requisition creation.

Generate final monthly billing in Sage and transmit to clients along with backup (lien waivers, etc.)


Accounts Payable

Receive incoming vendor invoices:

     Review, verify, and ensure required documents are in place.

     Confirm subcontractor AIA billings meet contact values in Sage Project Management.

     Distribute to Project Managers for approval and track.

     Enter invoices into Sage upon approval.


Safety & Quality

Compile Safety and Labor Postings at project start for construction field office.

Send, track and receive weekly Safety Emails and Safety Documentation to the Field.

Compile meeting minutes for monthly company safety meeting.

Track and file daily field reports from the field.


RFQ & Proposals

Assist Project Executive with creation of RFQ’s and Proposals.



Assist Owner with website and social media updates.

Submit news updates to construction journals and applicable news publications.

Bring new ideas with regard to marketing of the company to the table for consideration.

Facilitate employees attending networking events.



College Degree (preferred).

Background in bookkeeping and data entry (preferred).

Motivated self-starter.

Strong verbal and written communication skills.

Strong interpersonal skills.

Attention to detail.

Strong problem solving abilities.

Ability to manage multiple tasks under tough deadlines.

Proficiency in MS Word, Excel, Outlook is required.

Experience in Sage 300 CRE project management and accounting software is a plus.

Prior construction related experience is a plus.

Company Description
Commercial General Contractor / Construction Manager

Charters Brothers Construction

Why Work Here?
A growing company with room for employee advancement.

Commercial General Contractor / Construction Manager


27 Main Street

Danville, NH



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