Construction Administrative Assistant

Overview

Construction Administrative Assistant Jobs in Ossining, NY at A1 Steel Erectors Corp.

About the Role

A1 Steel Erectors Corp. is Looking for a reliable, detail-oriented, and organized Construction Proposal & Administrative Coordinator to support our project management and office operations.

This position will oversee the complete lifecycle of project proposals—from reviewing project scopes and preparing professional bids to following up with customers, managing project paperwork, creating and tracking invoices, and maintaining accurate company records.

The ideal candidate is highly organized, comfortable communicating with Project Managers and customers, and able to manage multiple projects and administrative tasks while maintaining a high level of accuracy.

Key Responsibilities

Step 1: Scope Alignment & Proposal Preparation

• PM Communication: Work directly with Project Managers to review project specifications, clarify scope details, and understand how each proposal should be written and structured.
• Proposal Drafting: Prepare, format, and compile complete and accurate proposals and bid responses using clear language and appropriate construction terminology.
• Document Accuracy: Review proposals against project requirements to ensure all scope items, inclusions, exclusions, and pricing information are properly addressed before submission.
• Bid Tracking: Maintain organized records of submitted proposals, deadlines, client information, and proposal status.

Step 2: Client Follow-Up & Project Administration

• Customer Follow-Up: Serve as a point of contact after proposals are submitted by following up with clients regarding proposal status, questions, revisions, and requested documentation.
• Insurance & Compliance Paperwork: Complete and submit necessary project paperwork, including Certificates of Insurance (COIs), licensing documentation, vendor setup forms, and client onboarding requirements.
• Project Hand-Off Support: Organize signed contracts, proposals, project documents, and other required paperwork so the Project Management team has everything needed to begin work.
• Record Keeping: Maintain accurate and up-to-date records of projects, customers, proposals, contracts, invoices, insurance documents, and other company information.

Step 3: Invoicing & Office Administration

• Create Invoices: Prepare and send customer invoices accurately and in a timely manner based on project requirements and information provided by the Project Managers.
• Invoice Tracking: Maintain records of invoices issued, payments received, outstanding balances, and follow-up items.
• Administrative Support: Assist with general office and administrative tasks, including data entry, filing, document organization, updating records, and maintaining company databases and spreadsheets.
• Document Management: Ensure all project and company records are organized, current, and easily accessible.
• General Office Coordination: Assist management and Project Managers with additional administrative tasks and projects as needed.

Qualifications & Skills

• Construction Experience: 2+ years of experience writing proposals, preparing bids, project coordination, construction administration, or a related construction-office role preferred.
• Organization: Extremely organized with excellent attention to detail and the ability to manage multiple projects and deadlines.
• Communication: Strong written and verbal communication skills with the ability to communicate professionally with customers, vendors, and Project Managers.
• Construction Knowledge: Familiarity with construction terminology, project scopes, proposals, contracts, and project documentation preferred.
• Customer Service: Professional, responsive, and comfortable communicating with clients by phone and email.
• Administrative Skills: Strong ability to maintain accurate records, manage documents, create invoices, track information, and handle confidential company records.
• Bilingual Preferred: Spanish/English bilingual preferred to communicate effectively with Spanish-speaking customers, employees, vendors, and subcontractors.
• Software: Proficient in Microsoft Office, including Word and Excel, Google Docs/Sheets, Adobe/PDF tools, and other office software.
• Attention to Detail: Ability to identify errors, follow instructions, meet deadlines, and ensure documents and records are accurate.

Ideal Candidate

The ideal candidate is dependable, proactive, organized, and comfortable taking ownership of administrative responsibilities. You should be able to work independently while communicating effectively with Project Managers and management, prioritize multiple tasks, and follow projects from the proposal stage through invoicing and completion.

Construction industry experience and Spanish/English bilingual skills are strongly preferred.

Pay: From $22.00 per hour

Benefits:

• Flexible schedule

Work Location: Hybrid remote in Ossining, NY 10562

Title: Construction Administrative Assistant

Company: A1 Steel Erectors Corp.

Location: Ossining, NY

Category: