Administrative Assistant Job at CCS Building Group in Willow Street

Overview: The Administrative Assistant is responsible for supporting the day-to-day administrative functions of the construction operations team. This individual will help coordinate project documentation, assist with scheduling and logistics, maintain accurate records, and ensure the smooth flow of communication between office staff, field teams, vendors, and clients. The ideal candidate is detail-oriented, organized, and thrives in a fast-paced, team-oriented environment.

Key Responsibilities:

• Provide administrative support to project managers, superintendents, and leadership.
• Maintain and update project documentation, including contracts, permits, schedules, RFIs, and submittals.
• Assist with procurement and tracking of materials, equipment, and subcontractor agreements.
• Help manage job site logistics, including deliveries, equipment rentals, and subcontractor coordination.
• Track and report key project metrics such as labor hours, costs, and progress updates.
• Support scheduling and calendar management for meetings, inspections, and project milestones.
• Take meeting minutes and assist with preparing materials for and facilitating department meetings.
• Communicate with vendors, clients, and subcontractors to ensure timely execution of project tasks.
• Maintain organized digital and physical filing systems for operational records.
• Assist with invoicing, billing, and expense reporting as needed.
• Ensure compliance with company policies, safety procedures, and documentation standards.
• Support operations leadership with special projects and strategic initiatives as needed.

Skills and Qualifications:

• 2+ years of administrative or operations experience; construction industry experience preferred.
• Strong organizational and time management skills.
• Excellent verbal and written communication abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook); experience with construction software (e.g. Viewpoint) is a plus.
• Ability to prioritize tasks and work independently in a fast-paced environment.
• High school diploma or equivalent required.

Benefits:

• Health & dental insurance
• 401(k) plan with employer match
• Tuition reimbursement and training opportunities
• Paid time off & paid holidays
• Complimentary gym membership
• Employee referral bonus program
• Company charitable giving match
• Team building and family events

About CCS: CCS designs, builds, and manages the creation of intentional, vibrant environments that enable people to make memories and form meaningful relationships - whether at work, play, or in everyday living. Our vision is to impact our community in a positive way, by delighting our clients with a personalized process and an exceptional product that helps their goals become a reality.