This post provides complete information on the construction administrative assistant job description, including the key duties, tasks, and responsibilities they typically perform, as well as templates employers can use.
It also highlights the major requirements you may be expected to meet to be hired for the construction administrative assistant role.
What Does a Construction Administrative Assistant Do?
The construction administrative assistant job description involves scheduling and coordinating facility access, ensuring quality control of facility spaces, and coordinating with vendors to ensure that building systems are functioning properly.
It also entails preparing and maintaining facility records, including room capacities, sizes, configurations and equipment inventories.
The construction administrative assistant maintains a schedule of facilities’ equipment and equipment requirements, preparing work estimates, and completing related reports.
It is also their duty to communicate with other departments to ensure compliance with facility standards, and to resolve conflicts.
They attend meetings, conferences and hearings regarding facility issues.
Construction administrative assistants will also be required to attend meetings regarding the construction of new facilities or additions.
This position coordinates the training sessions of new hires to ensure that they are trained on all facility issues and are familiar with established procedures, standards and equipment requirements.
One of their duties involves ensuring that the facility’s equipment and systems are maintained, including the proper use of the equipment and scheduling training sessions related to each type of system.
The construction administrative assistant work description also involves maintaining a schedule of facility issues and equipment requirements, preparing work estimates, and completing related reports.
It also includes communicating with other departments to ensure compliance with facility standards and to resolve conflicts.
The construction administrative assistant may be responsible for training facility employees regarding their job duties and requirements.
It is also their responsibility to participate in planning meetings or conferences to discuss new construction or renovations, equipment needs or space utilization issues.
Construction administrative assistants serve as a spokesman for the department and provide information on project status to the public by answering questions at community meetings that relate to facility issues.
They participate in inspections with other departments that relate to facility issues.
Construction administrative assistants are in charge of completing records of facility equipment and supplies, including purchases, sales, and inventory levels.
Construction Administrative Assistant Job Description Sample/Example/Template
The construction administrative assistant job description entails the following duties, tasks, and responsibilities:
- Coordinates and schedules the building maintenance program
- Supervises the preparation of construction expenses to ensure accuracy and completeness
- Manages daily activities that maintain and operate the property, including managing related cash, collection, and disbursement activities
- Maintains work site equipment in operating condition
- Manages a variety of duties associated with building operations, including directing crews to specific tasks as needed or requested by management or client (e.g., arrange for contractors to paint or remove asbestos from a property)
- Performs various clerical tasks, such as running errands for project managers, performing payroll and maintaining records if required (e.g., managing petty cash)
- Maintains requirements for the safety of workers (e.g., extinguishing combustible materials, maintaining hazards and the building structure)
- Identifies and notifies contractors of any corrections or replacement needed on the property
- Supervises the preparation of quotations and contracts
- Receives all materials brought to the site that are related to maintenance or new construction
- Responsible for managing file system (systematic arrangement and retrieval of records, documents or information) within specified limits and following established procedures
- Retrieves requested information from various records within specified time frames
- Prepares periodic reports to management regarding building repairs, improvements and changes in inventory for long term maintenance needs
- Maintains accurate records, reports, receipts and other documents related to the project (e.g., work orders).
Construction Administrative Assistant Requirements: Skills, Knowledge, and Abilities for Career Success
Here are major requirements you may need to meet to be hired for a construction administrative assistant position:
- Formal training, or some college, and prior related experience
- Manufacturing skills are needed in this field
- Experience with any type of construction
- Due to the nature of this job, the position requires a valid driver’s license
- A considerable amount of time spent sitting is required in this position
- Ability to drive is also required for this position as well as the ability to use a computer for entering information in spreadsheets and databases, viewing web sites, and completing reports on time
- Ability to work a regular day shift and night shift, and occasionally weekends and holidays to help accommodate client schedules
- Knowledge of the building industry, basic engineering principles, and technical skills
- Ability to manage various tasks, understanding new software programs quickly and efficiently, and read construction documents accurately, and demonstrate accuracy in data entry (data integrity)
- Must be able to perform administrative tasks such as managing the recording, ordering and retrieval of documents, correspondence and reports
- Ability to use spreadsheets, databases, and operating a computer proficiently.
Construction Administrative Assistant Job Description Templates
Here are construction administrative assistant job description templates employers can simply edit and use in their job postings to attract the best talents to their companies:
TEMPLATE 1.
Position Title: Construction Administrative Assistant
Reports To: Project Manager / Office Manager / Construction Superintendent
Location: [Your Company Location]
Employment Type: Full-Time or Part-Time
Company Overview
[Your Company Name] is a respected construction firm specializing in [commercial, residential, industrial, civil, or specialty] projects. Our team values professionalism, accuracy, and strong communication to support the successful delivery of high-quality construction work. We foster a collaborative environment where employees can grow and contribute to long-term success.
Position Overview
We are seeking a highly organized, detail-oriented Construction Administrative Assistant to support office and project operations. This role assists project managers, superintendents, and field staff with administrative tasks such as documentation, scheduling, communication, and recordkeeping. The ideal candidate has excellent multitasking abilities, strong computer skills, and familiarity with construction processes or office environments.
Key Responsibilities
Administrative Support
- Provide administrative assistance to project managers, superintendents, and office staff.
- Prepare, organize, and maintain project files, reports, contracts, and correspondence.
- Manage document control, ensuring all project records are accurate and up to date.
- Assist with creating meeting agendas, minutes, and progress reports.
Project Coordination
- Support scheduling of meetings, inspections, deliveries, and subcontractor activities.
- Help track project deadlines, timelines, and required documentation.
- Assist with processing RFIs, submittals, change orders, and daily logs.
Communication & Customer Service
- Serve as a point of contact for subcontractors, vendors, clients, and internal staff.
- Answer incoming calls, emails, and messages professionally and promptly.
- Coordinate distribution of project information to relevant stakeholders.
Financial & Office Support
- Assist with invoice processing, purchase orders, expense tracking, and billing support.
- Maintain accurate records of receipts, payments, and budget updates.
- Support general office tasks such as ordering supplies, filing, or data entry.
Compliance & Safety Documentation
- Help prepare and maintain safety records, permits, certifications, and compliance documents.
- Support preparation of job site safety manuals and OSHA-required documentation.
- Assist with onboarding new employees and ensuring required paperwork is complete.
Technology & Software Use
- Use construction management software (e.g., Procore, Buildertrend, PlanGrid), spreadsheets, and electronic filing systems.
- Assist with updating project information in digital platforms and databases.
- Generate reports and spreadsheets as requested.
Skills & Qualifications
- Previous administrative or office support experience required; construction experience preferred.
- Excellent organization, time-management, and multitasking skills.
- Strong written and verbal communication abilities.
- Proficiency with Microsoft Office (Word, Excel, Outlook) and general computer literacy.
- Experience with construction management software a plus.
- Detail-oriented with strong accuracy in documentation and data entry.
- Ability to work well independently and as part of a fast-paced project team.
- Professional demeanor and strong customer service skills.
Education & Experience Requirements
- High school diploma or GED required; Associate or Bachelor’s degree preferred.
- 1–3 years of administrative or construction-related experience.
- Knowledge of basic construction terminology and workflows is helpful.
- Background in office management or accounting support is a plus.
Eligibility to Work in the United States
Applicants must be legally authorized to work in the United States without the need for employer-sponsored work authorization now or in the future.
Work Environment
- Office environment with occasional visits to construction job sites.
- Some exposure to outdoor conditions, noise, or construction activities.
- Requires sitting, typing, and phone work for extended periods.
- Standard business hours with occasional overtime based on project needs.
Equal Opportunity Statement
[Your Company Name] is an Equal Opportunity Employer. We celebrate diversity and do not discriminate based on race, color, religion, sex, gender identity, sexual orientation, national origin, disability, age, veteran status, or any protected characteristic.
Additional Information
- This job description outlines main duties but is not exhaustive.
- Responsibilities may change based on project demands and company priorities.
- Reasonable accommodations may be provided for qualified individuals with disabilities.
- Pre-employment screenings or background checks may be required.
How to Apply
Please submit your resume and cover letter to [Insert Application Email or Job Link].
TEMPLATE 2.
Location: [City, State]
Employment Type: Full-Time or Part-Time
About Us
[Your Company Name] is a growing construction firm seeking a detail-oriented Construction Administrative Assistant to support project teams and daily office operations.
Job Summary
The Construction Administrative Assistant provides administrative and project coordination support to project managers, superintendents, and office staff. This role handles documentation, scheduling, communication, and recordkeeping to help keep construction projects running smoothly.
Key Responsibilities
- Maintain project files, contracts, reports, and correspondence
- Assist with RFIs, submittals, change orders, and daily logs
- Schedule meetings, inspections, and deliveries
- Process invoices, purchase orders, and expense documentation
- Communicate with subcontractors, vendors, and internal staff
- Support document control and ensure accurate project records
- Perform general office duties and data entry
Qualifications
- 1–3 years of administrative experience; construction experience preferred
- Strong organizational and communication skills
- Proficiency with Microsoft Office; experience with construction software a plus
- Ability to multitask and work in a fast-paced environment
- Detail-oriented with strong documentation and data-entry accuracy
Eligibility to Work in the U.S.
Applicants must be legally authorized to work in the United States.
How to Apply
Submit your resume to [Insert Email or Application Link].
Construction Administrative Assistant Job Description for Resume
If you are making a new resume or CV as someone who has worked before as a construction administrative assistant or are presently working in that role, then you can create a compelling Professional Experience for your resume b applying the sample construction administrative assistant job description above.
You can apply the construction administrative assistant duties and responsibilities in your resume’s Professional Experience to show that you have been successful working in that role.
This piece of information in your resume’s Professional Experience can greatly boost it and enhance your chances of being interviewed and hired, especially if the new job you are seeking requires someone with some work experience as a construction administrative assistant.
(Learn how to make an effective resume applying the Employer-focused Resume Writing Technique)
Conclusion
The home is the most basic human need and constructing it could be a career.
The construction administrative assistant is the right field for you if you want to pursue an in-demand and somewhat of a stable job.
You will work with hard hats and blueprints. As long as there are homes to build, there will always be a need for an assistant in construction, which means that this job will always be available all over the country.
This post is helpful to individuals interested in the construction administrative assistant career.
They will be able to learn all about what construction administrative assistants do, and so be able to decide if it’s the best career for them.
It is also useful to recruiters/employers needing to make a job description for the construction administrative assistant position in their companies.
They can apply any of the construction administrative assistant job description templates provided above.
