Project Administrative Assistant Job at Armstrong Builders in Puʻunēnē

Project Administrative Assistant/Project Admin is needed for a fast-paced construction environment servicing projects in Maui County. Job duties include assisting the project team (Project Managers, Superintendents, and Project Engineers) with various daily tasks on residential and commercial construction projects. Responsibilities will be procurement, travel/logistics management, document control, billings, invoicing, and to perform general administrative duties. Candidate must be able to multi-task, be detail oriented, have excellent communication skills, and be familiar with basic Microsoft programs. Construction office experience is highly preferred but not required for the right candidate able to learn quickly.

Essential Functions:

• Standard administrative support functions
• Compile, organize, and accurately finalize physical and digital documents
• Schedule inter-island travel flights, lodging, logistics, and maintain calendars
• Arrange mail, shipping, and freight services
• Procurement
• Accounts payable invoice processing
• Accounts receivable invoicing and billing
• Assist Construction team & interface with main office accounting department
• Coordinate assignments and manage relationships with outside subcontractors, vendors, clients, consultants, and other agencies
• Create meeting agendas and meeting minutes

Requirements and Qualifications:

• High school diploma or equivalent educational certificate required; a BA/BS Degree preferred.
• Minimum of 5 years of professional experience
• Excellent organizational skills with ability to set priorities, manage multiple projects, and meet project deadlines.
• Ability to effectively interface with all departments of the company and to represent the company in a highly professional manner with all colleagues and outside partners.
• Ability to work under pressure and within time constraints.
• Excellent attention to detail.
• Ability to work independently and as part of a team.
• Work from office/jobsites only—this is not a remote or work from home position. 40 hrs per week.
• Proficiency with Microsoft Office and Bluebeam
• Knowledge of the following programs is preferred
  • Autodesk Construction Cloud, Autodesk Build, Building Connected
  • Sage 300 and Timberscan
  • American Institute of Architects (AIA) contracts/documents