Construction Administrative Assistant

ColonialWebb - Richmond, VA

Full-time - Entry Level

Richmond, VA

Specialty Trade Contractors

About the position

The Construction Administrative Assistant plays a crucial role in supporting the Preconstruction department within a fast-paced MEP (Mechanical, Electrical, Plumbing) new construction environment. This position involves providing administrative and clerical support to ensure efficient day-to-day operations, collaborating closely with preconstruction managers, estimators, and project teams.

Responsibilities

• Coordinate and manage customer-specific prequalification processes, ensuring all required documentation is accurate, complete, and submitted in a timely manner
• Organize and maintain project files, drawings, bids, and other relevant documents through Procore, ensuring proper version control and electronic filing
• Help maintain a database of subcontractors and vendors, assist with issuing bid invitations, and follow up on submissions
• Assist with bid preparation, including formatting bid documents, coordinating bid submissions, and tracking bid statuses
• Assist with gathering and submitting prequalification packages for potential projects, ensuring all required documents are current and accurate
• Assist with ordering supplies, maintaining office organization, and coordinating travel arrangements as needed
• Process mobile device requests and provide technological support for various types of software and hardware
• Provide general administrative support to the team, including managing calendars, scheduling meetings, and preparing correspondence
• Perform additional tasks and responsibilities as needed, supporting the team and adapting to the evolving needs of the department as directed by the supervisor

Requirements

• High School Diploma or equivalent
• 2+ years of administrative support experience, preferably in construction, architecture, or engineering environments
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
• Experience with presentation software (e.g., PowerPoint, Canva) and construction management software (e.g., Procore, Bluebeam) is a plus
• Strong written and verbal communication skills
• Ability to prioritize tasks and manage multiple projects simultaneously
• Experience creating and formatting polished presentations for executive-level meetings and client-facing proposals
• Proactive and able to anticipate department needs

Nice-to-haves

• Familiarity with MEP or new construction

Benefits

• Competitive wages
• Career development and progression
• 401(k) plan with company match
• PTO and paid holidays
• Excellent medical, dental, life, vision and disability benefits
• Employee Assistance Program
• Employee referral incentives