Administrative Assistant – Process Control & Coordination

JOB DESCRIPTION

Title: Administrative Assistant – Process Control & Coordination

This company provides owner-side representation for residential and commercial construction projects. We bring structure, clarity, and accountability to complex builds by implementing disciplined project process control systems.

Our work centers around

● Centralized tracking systems

● Decision management

● Contractor accountability

● Clear communication across all stakeholders

About the Role

This is not a typical administrative role. You will be responsible for maintaining the core project process control systems that we deliver to clients including:

● Master Action Logs

● Decision Logs

● Change Order Tracking

● Weekly Priorities

● Financial software - Quickbooks

● Google drive ecosystem

These systems are the backbone of how we restore control and visibility to construction projects

Key Responsibilities

Project Process Control Systems

● Maintain and update:

○ Master Action Log

○ Decision Log

○ Change Order Log

○ Weekly Priority Tracker

○ Calendaring system - logging meetings, deadlines, reminders

○ Naming conventions for folders, sub-folders, documents

● Ensure all project data is accurate and up to date

Project Coordination

● Track:

○ Open items vs completed items

○ Ownership and due dates

○ Critical path items

● Prevent duplicate discussions and missed decisions

Weekly Coordination Support

● Prepare weekly project summaries

● Document meeting notes and decisions

● Update tracking systems immediately after meetings

Communication Management

● Coordinate communication between:

○ Clients

○ Contractors

○ Internal team

● Ensure all communication flows through a centralized system

Document Management

● Organize and maintain:

○ Contracts

○ Proposals

○ Permits

○ Project files

Change Order & Financial Tracking Support

● Track change orders and status

● Assist in maintaining project cost summaries

● Flag inconsistencies or missing information

● Budgeting and cash flow management

Required Skills

● Exceptional organization and attention to detail

● Strong written and verbal communication

● Ability to manage multiple projects simultaneously

● Proficiency in Google Workspace (Sheets required)

● Experience with project tracking systems

● Basic to mid-level financial knowledge in budgeting, forecasting, and cash flow reporting

Preferred Experience

● Construction admin / project coordinator

● Real estate or property management

● Experience with project management tools e.g. Buildertrend, Procore, or similar

● Familiarity utilizing AI tools

● Marketing experience

Ideal Candidate soft skills

● Highly organized and process-driven

● Proactive and detail-obsessed

● Calm under pressure

● Strong communicator

● Accountable and reliable

Compensation

● Growth opportunity into operations or project management
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