Job Description

The Office Assistant provides administrative and clerical support to ensure the efficient operation of the construction office. This position handles day-to-day organizational tasks, manages communications, and assists various departments (Project Management, Accounting, and Field Operations) to help projects stay on schedule and budget.

Essential Duties and Responsibilities

Administrative & Clerical Support (Primary Focus)

Manage and organize physical and electronic files, ensuring all project documentation (permits, contracts, invoices, change orders) is current and easily accessible. Answer and direct phone calls, greeting visitors in a professional and friendly manner. Handle incoming and outgoing mail, packages, and deliveries. Order, stock, and maintain inventory of office supplies and breakroom necessities. Schedule and coordinate meetings, appointments, and travel arrangements for staff and management. Prepare correspondence, reports, presentations, and documents using Microsoft Office Suite (Word, Excel, PowerPoint).

Project Support

Assist Project Managers with document control, including processing submittals, RFIs (Requests for Information), and change orders. Maintain and update project binders and databases. Coordinate communication between the office, field crews, subcontractors, and vendors. Assist in the preparation and distribution of bid packages and contracts.

Financial & Accounting Assistance

Assist the Accounting department with basic bookkeeping tasks (e.g., data entry, expense reporting). Process and track vendor invoices and subcontractor payment applications. Prepare and track customer invoices, ensuring accurate coding and documentation. Manage company credit card receipts and expense reports for approval.

HR & Safety Support

Assist with onboarding new hires by preparing paperwork and setting up employee files. Maintain accurate personnel files (confidentiality is critical). Assist in tracking and documenting safety meeting attendance and compliance records.
Qualifications

Required Education and Experience

High school diploma or equivalent (GED). [1-2] years of proven experience in an office administrative or clerical role. Experience in the

construction or skilled trades industry

is highly preferred.

Skills and Abilities

Proficiency in Microsoft Office Suite (Word, Excel, Outlook)

is mandatory. Excellent written and verbal communication skills. Strong organizational and time management skills with the ability to prioritize tasks and meet deadlines. High level of attention to detail and accuracy, especially when dealing with financial and legal documents. Ability to work independently with minimal supervision and as part of a team. Knowledge of standard office procedures and equipment (copiers, scanners, phone systems). Familiarity with construction management software (e.g., Procore, Buildertrend, QuickBooks) is a plus.
Job Type: Full-time

Pay: ₹8,968.61 - ₹13,881.85 per month

Benefits:

Cell phone reimbursement
Work Location: In person