Administrative Assistant

About Us:

CAPITAN Construction is a leading construction firm specializing in residential, commercial, and industrial projects. With a commitment to quality, innovation, and client satisfaction, we deliver exceptional results that exceed expectations. We are currently seeking a dedicated and detail-oriented administrative assistant to join our team in a part-time or full-time capacity. 

Position Overview:

The administrative assistant will play a crucial role in providing administrative support to the construction team and ensuring the smooth day-to-day operations of the company. This position requires strong organizational skills, attention to detail, and the ability to multitask in a fast-paced environment.

The ideal candidate will be proactive, reliable, and able to communicate effectively with team members and external stakeholders.

This is an exciting opportunity for a motivated individual to join a dynamic team and contribute to the success of our construction projects. If you are a proactive and detail-oriented administrative professional with a passion for the construction industry, we invite you to apply for the Administrative Assistant position at CAPITAN Construction.

Key Responsibilities:

• Provide administrative support to project managers, supervisors, and other construction team members.
• Manage correspondence, including answering phone calls, responding to emails, creating spreadsheets, and generating bids from templates.
• Assist with document management, including filing, scanning, and organizing construction project files.
• Coordinate meetings, appointments, and travel arrangements for construction team members as needed.
• Prepare and distribute project-related documents, including contracts, proposals, and reports.
• Assist with the preparation and submission of construction permit applications and other regulatory documents.
• Maintain accurate records of construction project expenses, including invoices, receipts, and purchase orders.
• Assist with the procurement of materials and supplies for construction projects, including obtaining quotes and placing orders.
• Liaise with subcontractors, vendors, and suppliers to coordinate deliveries and resolve any issues or discrepancies.
• Assist with the preparation and organization of construction project schedules, including updating project timelines and milestones.
• Adhere to company policies, procedures, and safety standards at all times.

Qualifications:

• High school diploma or equivalent.
• Proficiency in QuickBooks is a MUST!
• Proven experience as an administrative assistant, preferably in the construction industry.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and construction management software.
• Strong organizational skills and attention to detail.
• Excellent communication and interpersonal skills.
• Ability to prioritize tasks and manage time effectively in a deadline-driven environment.
• Knowledge of construction terminology, processes, and procedures is a plus.