Construction Administrative Assistant/Receptionist

Administrative Assistant Job Description

Position Summary:

The Administrative Assistant provides high-level administrative and clerical support to executive staff, supports construction, property management, and real estate operations, coordinates bidding processes, and serves as the office receptionist. This role involves direct interaction with staff, tenants, contractors, parishes, and the public, requiring excellent organizational skills, customer service, and professional communication abilities.

Essential Duties and Responsibilities:

Administrative Support:

· Provide a wide range of administrative services for staff and team members.

· Handle administrative duties of a highly confidential and responsible nature.

· Prioritize and manage multiple tasks, ensuring deadlines are consistently met.

Receptionist Responsibilities:

· Act as the first point of contact for visitors, presenting a welcoming, professional, and helpful impression.

· Answer phones promptly, transfer calls appropriately, and take messages with exceptional customer service.

· Manage visitor logs and assist visitors with general inquiries and guidance.

Construction and Property Management Support:

· Assist with preparation and coordination of construction, real estate, and property management documentation including leases, agreements, change orders.

· Maintain organized records and files related to property tenants and construction projects.

· Support property management processes, including scheduling maintenance requests, handling tenant inquiries, and ensuring compliance with company policies.

Bidding and Proposal Coordination:

· Assist in gathering documentation and preparing for bids and proposals of construction and property management projects.

· Coordinate communication between contractors, vendors, and internal departments throughout the bidding process.

General Clerical Duties:

· Perform photocopying, scanning, mail distribution, filing, and data entry.

· Deliver and collect mail and documents as required.

· Maintain accurate meeting schedules, prepare agendas, organize conference calls and online meetings, and take meeting minutes.

· Set up meetings, arrange facilities, and provide necessary equipment, supplies, and meals when required.

Communication and Coordination:

· Serve as liaison among tenants, contractors, consultants, and internal staff, ensuring efficient communication.

· Respond promptly and professionally to emails, phone inquiries, and other communication methods.

Documentation and Presentation:

· Create, modify, and manage documents using Microsoft Office (Word, Excel, PowerPoint, Outlook) and Adobe software.

· Prepare professional presentations and reports as needed.

· Ensure proper maintenance and organization of tenant files and project documentation in accordance with company policies.

Special Projects and Events:

· Assist in coordinating company events, including meetings.

· Participate in special projects as assigned by management.

Qualifications and Skills:

Required:

· Minimum of 2 years administrative experience, specifically in construction, property management, or real estate industries.

· High school diploma or equivalent; an associate's or bachelor's degree preferred.

· Proficiency in Microsoft Office Suite and Adobe products.

· Exceptional organizational, communication, and interpersonal skills.

· Strong attention to detail, accuracy, and confidentiality.

· Ability to prioritize effectively under pressure and multitask efficiently.

· Strong problem-solving and independent judgment skills.

· Excellent customer service abilities and positive, professional demeanor.

· Reliable transportation, an active driver's license, and active auto insurance.

Preferred:

· Familiarity with bidding processes and construction terminology.

· Experience with landlord-tenant relationships, contracts, and regulatory compliance.

· Knowledge of project management software and property management practices.

Additional Requirements:

· Occasional travel and schedule flexibility for overtime as needed.

· Ability to work independently and collaboratively within a team.

Work Environment:

Work may occasionally take place at various property locations, including parishes and construction sites managed by Catholic Properties.

Job Type: Full-time

Pay: From $16.62 per hour

Expected hours: 40 per week

Benefits:

Schedule:

•

8 hour shift

Location:

Ability to Commute:

Ability to Relocate:

Work Location: In person