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Administrative Assistant

Fast-Growing, Award-Winning Construction Company
Fairfax, VA
  • Expired: over a month ago. Applications are no longer accepted.
Job Description

This is a great opportunity for someone who is looking to expand their career in the construction industry. The ideal candidate would enjoy being the right-hand person to the Project Manager, and assisting with various tasks. You will be responsible for coordinating schedules, updating spreadsheets, generating reports and more. We have a casual and fun environment and plenty opportunity for advancement!

Responsibilities of Administrative Assistant:

  • Attend internal project coordination meetings to ascertain project administration requirements.
  • Answer incoming phone calls and direct them as necessary.
  • Prepare meeting and training rooms as needed.
  • Assist Project Teams with take-offs, estimates and proposals.
  • Assist Project Teams with developing Labor Data Sheets and tracking daily labor used on projects.
  • Assist Project Teams with the development and monitoring of a Project Schedule.
  • Receive signed proposal/purchase orders from PM.
  • Fill out any required vendor documentation for customer.
  • Gather and send close-out documents to the client at the end of a project.
  • Create submittal packages for projects.
  • Create project folders or Job Jackets for installation crews.
  • Purchase order creation and ordering equipment from AV vendors.
  • Inventory tracking of staged materials.
  • Approving invoices for received equipment.
  • Order consumable materials.
  • Mailing out thank you notes for completed jobs.
  • Requesting COI from Insurance Associates and sending to customer and/or property manager.
  • Submitting for LV electrical permit, entering permit into permit log and sending to customer.
  • Entering project into accounting system.
  • Scheduling required inspections for permit as directed by PM.
  • Monitor project costs to see if a billing should be done.
  • Generate all invoices and lien waivers (if necessary) and sending to customer.
  • Monitor AR aging and collecting on any outstanding invoices.
  • Maintain and update filing, inventory, mailing, and database systems.
  • Communicate with customers, employees, and other individuals to answer questions,
  • disseminate, or explain information, and address complaints.
  • Compile, copy, sort, and file records of office activities, job jackets and folders, business
  • transactions, and other activities.
  • Create Panel Schedules and Run Sheets based on project drawings and requirements.
  • Create Panel labels, faceplate labels, wrap around labels from Panel Schedules and Run Sheets.
  • Create and update Patching Sheets and documentation.
  • Download testers, save results, and reconcile test results with Panel Schedules and Run
  • Sheets to verify that all cables have been tested.
  • Submit all necessary warranty paperwork and test results to manufactures to receive


Requirements of Administrative Assistant:

  • Must have knowledge and experience with the Microsoft Office Suite with a particular knowledge of Excel.
  • Excellent writing and communications skills.
  • Must be willing to learn and have a team mindset.
  • Must be able to work with others of all skill levels and various personalities and be a valued
  • team member in a fast-paced deadline driven environment.
  • Completed Bachelor’s degree
  •  Valid driver’s license with clean driving record
  • Very detail-oriented, organized, and reliable
  • Strong time management skills
  • Excellent verbal and written communication
  • Professional attitude
  • Self-starter and decision maker

Fast-Growing, Award-Winning Construction Company

Why Work Here?
Great benefits, work environment and great opportunity for career growth


Fairfax, VA



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