Admin Assistant (Job ID: DARGOL1R)

🌟 We’re Hiring: Admin Assistant

IMPORTANT - Watch this quick Loom video on how to get hired:
https://www.loom.com/share/345f776084e642ba99c24aabe40a67a0

• C1 ENGLISH LEVEL IS REQUIRED, THE SELECTED CANDIDATE WILL BE SPEAKING STRICTLY IN ENGLISH DURING THEIR WHOLE SHIFT.
• PLEASE SUBMIT YOUR RESUME AND AUDIO RECORDING IN ENGLISH

About the Client:

Our client is a premier construction services firm with over 30 years of expertise in delivering high-quality solutions for government, industrial, and commercial sectors. Specializing in large-scale projects and site-work development, they are recognized for their superior craftsmanship in concrete services, foundation work, and comprehensive facility construction. Driven by a commitment to reliability and precision, the organization combines innovative techniques with premium materials to transform complex visions into lasting realities. They pride themselves on a foundation of excellence, ensuring every project is handled with the technical expertise and care required to meet the rigorous standards of modern industry.

About the Role:

We are seeking a high-caliber, process-driven Administrative Assistant to manage the back-office operations for a New York/New Jersey-based construction firm specializing in inspections and project administration. This is not a general virtual assistant role. We are looking for a technical specialist who already understands the construction industry. The ideal candidate is someone who values "getting it done" over "small talk" and can operate with extreme accuracy under a direct, fast-paced leadership style. 

Key Responsibilities

Core Administrative Duties

• Manage emails, calendars, and appointments for project managers and executives
• Schedule meetings, site visits, and subcontractor coordination calls
• Handle data entry and maintain organized digital filing systems
• Prepare reports, correspondence, and internal documentation

Project Coordination Support

• Assist with project timelines, schedules, and task tracking
• Update project management software
• Coordinate with subcontractors, vendors, and suppliers
• Track project progress and flag delays or issues

Document and Compliance Management

• Maintain contracts, permits, insurance certificates, and licenses
• Ensure documents are up-to-date and compliant with regulations
• Organize blueprints, drawings, and specifications digitally

Financial and Accounting Support

• Assist with timesheets and logging hours)

Communication and Client Support

• Serve as a point of contact between clients, contractors, and internal teams
• Respond to inquiries and provide project updates
• Maintain professional communication across all channels

Admin and Record Keeping

• Maintain client and project records in systems
• Track leads, bids, and project pipelines
• Update contact databases
• Perform general administrative tasks as needed

**The Job Description may be adjusted depending on the company needs over time. 

Qualifications & Skills

• Construction Industry Experience: You must have a working knowledge of construction terminology, materials, and repair processes. Candidates without construction-specific experience will not be considered.
• Advanced Excel Proficiency: High-level comfort with formulas, formatting, and data entry. You must be able to spot data inconsistencies rather than just "blindly" copying and pasting.
• Software Stack: Expert-level Google Workspace, Adobe PDF, and QuickBooks (data entry).
• Infrastructure Reliability: Must have a dedicated home office with a stable internet connection and a documented power backup solution (UPS/Inverter/Generator).
• Communication Style: Strong English skills with the ability to communicate clearly and briefly. The client values efficiency and accuracy above all else.
• Job description can change to fit company needs 

Candidate Profile

• Detail-Obsessed: You understand that a single typo in a construction report can lead to significant financial loss.
• Critical Thinker: You notice when "something doesn't look right" and flag it immediately.
• Thick-Skinned & Professional: You thrive in a high-pressure environment and prefer a direct, "no-fluff" management style.