Construction Administrative Assistant

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Job Summary

The Construction Administrative Assistant provides critical support to our federal construction projects by managing administrative tasks, tracking project-related documentation, and ensuring compliance with certified payroll and badging requirements. This position requires a detail-oriented professional who can maintain organization across multiple projects, demonstrate strong communication skills, and provide a welcoming presence in the office or job site trailer. The ideal candidate will have experience in construction administration, preferably in federal contracting, and the ability to work on-site at bases in Southeast Georgia and Northeast Florida. The role also includes coordination with project managers, subcontractors, and government agencies to ensure smooth administrative operations, compliance with FAR (Federal Acquisition Regulations), and proficiency in managing digital records and document control systems.

Duties and Responsibilities

Daily Duties:

• Process certified payrolls for subcontractors, ensuring compliance with federal regulations.

• Handle badging and security requirements for workers entering federal installations.

• Greet visitors and provide professional administrative support to project staff.

• Track consumables such as printer paper, printer ink, coffee, and water for job site trailers, and order supplies as needed.

• Maintain detailed and organized project files and records.

• Answer phone calls and emails, directing inquiries as appropriate.

• Ensure the office or job site trailer is well-organized and professionally maintained.

• Assist in preparing correspondence, reports, and project documentation for submission to federal agencies and subcontractors.

• Maintain an up-to-date project contact list and distribution for key stakeholders.

• Ensure all site personnel have completed required training and safety documentation.

• Support field supervisors with coordinating deliveries and scheduling when necessary.

Weekly Duties:

• Reconcile certified payroll documentation and ensure timely submission.

• Review supply inventory levels and update the budget for office consumables.

• Assist with document control, ensuring proper filing of RFI responses, submittals, and compliance documents.

• Coordinate scheduling for meetings, conference calls, and site visits.

• Assist in tracking subcontractor compliance with safety and contract requirements.

• Assist in reviewing subcontractor compliance documents, including insurance certificates and safety records.

• Update project tracking spreadsheets related to payroll and compliance status.

• Facilitate the onboarding process for new hires and subcontractors by ensuring necessary paperwork is completed.

• Coordinate and line up purchase orders for potable toilets, trash containers, trailers, and other necessary site services.

Monthly Duties:

• Prepare monthly reports related to administrative costs and supply expenses.

• Conduct an audit of certified payroll records to verify accuracy.

• Review project documentation for completeness and compliance.

• Support project closeout documentation and archiving.

• Assist in the preparation and submission of required federal reports.

• Reconcile expense reports for administrative and field purchases.

• Assist in compiling monthly invoicing and cost tracking reports for upper management.

• Review and update federal contract deliverables to ensure compliance with reporting deadlines.

Key Performance Indicators (KPIs)

• Certified Payroll Compliance: 100% accuracy in payroll submission and compliance with regulations.

• Badging Timeliness: Ensure all personnel are badged and compliant within established project timelines.

• Supply Management Efficiency: Maintain accurate inventory records and avoid supply shortages.

• Organization and Record-Keeping: Maintain detailed and accurate project files with zero discrepancies.

• Customer Service and Professionalism: Maintain a welcoming, professional de