Construction Field Administrative Assistant

MEB Group - Petersburg, VA

Full-time - Entry Level

Petersburg, VA

About the position

Our team is looking for a reliable Field Administrative Assistant to support our project teams by coordinating administrative tasks, ensuring seamless communication, and maintaining organized project records at one of our job site locations. Acting as the communication hub of the field office, the Field Administrative Assistant will manage day-to-day clerical responsibilities, coordinate meetings and logistics, track key project documents, and support our teams in completing critical business processes on time. This role requires professionalism, excellent communication, and a proactive approach to maintaining an organized and efficient field office. If you're detail-oriented, enjoy a dynamic work environment, and have a strong commitment to teamwork, we'd like to meet you!

Responsibilities

• Greet visitors, answer phone calls, manage mail and packages, and respond to correspondence efficiently.
• Maintain the appearance of the job site trailer and handle general office duties such as filing, data entry, ordering supplies, and coordinating meeting logistics.
• Take meeting minutes as requested, manage office supply inventory, and coordinate material deliveries between the job site and the main office.
• Set up digital project folders, track subcontract and purchase order forms, and request certificates of insurance and bonds as required.
• Maintain daily reports, timesheets, equipment logs, inspection logs, and updated drawings and specifications.
• Monitor subcontractor insurance, process project closeout paperwork, and maintain necessary permits and documentation for the project.
• Log MSDS information and ensure all employees review and sign off on required materials in the Hazard Communication Manual.
• Complete assigned safety training and actively contribute to maintaining a safe job site environment.
• Represent MEB's core values, communicate professionally with team members and project partners, and ensure timely, clear communication on items impacting the project.
• Complete tasks on time, demonstrate punctuality, and work collaboratively with supervisors and team members to support project success.

Requirements

• High school diploma or equivalent, with prior experience in an administrative or office support role. Construction specific experience preferred.
• Excellent organizational skills, attention to detail, and the ability to manage multiple tasks in a fast-paced environment.
• Strong communication skills and a customer service mindset.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) required. Construction Software experience strongly preferred. Procore, Viewpoint, etc.
• Ability to operate professionally in a construction field office setting and maintain a positive and proactive approach to work.