Administrative Assistant

Description

POSITION SUMMARY

The Administrative Assistant is a full-time position that pays $30.00 - $35.00 per hour, based on experience which provides comprehensive administrative and operational support to the Branch Manager, Project Managers, and Project Supervisors within a commercial design-build plumbing construction environment. This role serves as the organizational backbone of the branch, ensuring seamless communication, accurate documentation, and efficient day-to-day operations across all active projects and company functions.

KEY RESPONSIBILITIES

Project Administration Support

• Maintain and organize project files, drawings, submittals, RFIs, and correspondence for all active projects

• Track project schedules, deadlines, and milestone dates; distribute updates to relevant team members

• Process and route subcontractor and supplier contracts, purchase orders, and change orders for review and approval

• Assist with Coordination of material deliveries, equipment rentals, and procurement logistics with field and warehouse staff

• Generate and follow up on submittals, inspection approvals, and permit status with governing authorities and general contractors

• Assist in the compilation of project closeout documents including O&M manuals, warranties, and as-built drawings

• Is responsible for submittals generation and submission.

• Enter job costs, field reports, and timesheets into project management software (e.g., Procore, Viewpoint, or similar)

Branch Manager Support

• Assist with management of the Branch Manager’s calendar, schedule meetings, and coordinate travel arrangements as needed

• Prepare reports, presentations, and correspondence on behalf of branch leadership

• Track branch KPIs, operational budgets, and financial summaries for management review

• Coordinate with Human Resources on hiring documentation, onboarding paperwork, and employee record maintenance

• Liaise with corporate office, accounting, and other departments on branch-level matters

Accounting & Financial Coordination

• Coordinate with the accounting department on project invoices, billing schedules, and accounts payable

• Process and track lien waivers, certificates of insurance (COIs), and supplier compliance documents

• Assist with expense reporting, petty cash reconciliation, and vendor payment follow-ups

Permits, Licensing & Compliance

• Prepare and submit permit applications to local jurisdictions; track permit status and expiration dates

• Maintain current records of contractor licenses, insurance certificates, and regulatory compliance documents

• Distribute design and engineering documents to appropriate project team members

Communication & Office Coordination

• Serve as the primary point of contact for incoming calls, emails, and visitor inquiries at the branch office

• Act as liaison between field crews, project management, clients, general contractors, and vendors

• Prepare and distribute meeting agendas, take meeting minutes, and track action items to completion

• Set up new jobs in the Johnson Plumbing project management system and maintain accurate contact directories

• Manage office supplies, mail distribution, and general office organization and upkeep

QUALIFICATIONS

Education & Experience

• High school diploma or equivalent required; associate’s degree in business administration or related field preferred

• Minimum 2–3 years of administrative experience, preferably in construction, engineering, or a trade-related industry

• Prior experience supporting multiple managers or supervisors in a fast-paced environment strongly preferred

Skills & Competencies

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams); experience with project management platforms such as Procore, Viewpoint, Build Ops, or Builder Trend is a plus

• Strong organizational skills with the ability to manage multiple priorities, deadlines, and projects simultaneously

• Excellent written and verbal communication skills with a professional and customer-service-oriented demeanor

• High attention to detail and accuracy in document preparation, data entry, and record keeping

• Ability to work independently with minimal supervision as well as collaboratively within a team environment

• Familiarity with construction terminology, permit processes, and project documentation is highly desirable

• Discretion in handling confidential company, financial, a