Construction Office Secretary Job Description
Position Title:
Construction Office Secretary
Position Summary:
The Construction Office Secretary provides administrative and clerical support to ensure the efficient operation of a construction office. This role serves as a central point of communication between project managers, superintendents, subcontractors, vendors, clients, and internal staff. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced construction environment.
Key Responsibilities:
Administrative Support
- Answer and direct incoming phone calls, emails, and correspondence.
- Greet visitors, clients, vendors, and subcontractors professionally.
- Maintain office filing systems, both electronic and hard copy.
- Schedule meetings, appointments, and project-related activities.
- Prepare reports, presentations, and meeting minutes as needed.
Project Support
- Assist project managers with project documentation and administrative tasks.
- Track and maintain contracts, permits, licenses, insurance certificates, and project records.
- Process submittals, RFIs (Requests for Information), change orders, and project correspondence.
- Maintain project logs and document control systems.
- Assist with project closeout documentation and turnover packages.
Accounting & Purchasing Support
- Process invoices, purchase orders, and expense reports.
- Assist with subcontractor and vendor onboarding documentation.
- Track deliveries, equipment rentals, and material orders.
- Support payroll processing by collecting employee timecards and field reports.
- Coordinate with accounting regarding billing and accounts payable/receivable.
Office Management
- Order office supplies and maintain inventory.
- Coordinate office maintenance and vendor services.
- Maintain employee records, training certifications, and compliance documentation.
- Support onboarding of new employees and subcontractors.
- Ensure confidentiality of company and project information.
Qualifications:
- High school diploma or GED required; Associate's degree preferred.
- 2+ years of administrative or secretarial experience, preferably in the construction industry.
- Strong knowledge of Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
- Experience with construction management software such as Procore, Viewpoint, Sage, CMiC, or similar is a plus.
- Excellent organizational, communication, and multitasking skills.
- Ability to work independently and as part of a team.
- Strong attention to detail and accuracy.
Preferred Skills:
- Knowledge of construction terminology and processes.
- Familiarity with subcontractor management and project documentation.
- Basic accounting and bookkeeping experience.
- Ability to prioritize tasks and meet deadlines in a fast-paced environment.
- Professional customer service and interpersonal skills.
Physical Requirements:
- Ability to sit for extended periods while performing administrative duties.
- Occasionally lift and carry office supplies up to 25 pounds.
- Ability to move throughout the office and jobsite offices as needed.
Compensation & Benefits:
- Competitive salary based on experience.
- Health, dental, and vision insurance.
- Paid time off and holidays.
- 401(k) with company match.
- Professional development and training opportunities.
This position plays a critical role in supporting construction operations by ensuring accurate documentation, effective communication, and efficient office administration.
All qualified applicants will receive consideration without regard to race, age, color, sex (including pregnancy), religion, national origin, disability, sexual orientation, gender identity, marital status, military status, genetic information, or any other status protected by applicable laws or regulations.
GPAC (Growing People and Companies) is an award-winning search firm specializing in placing quality professionals within multiple industries across the United States since 1990. We are extremely competitive, client-focused and realize that our value is in our ability to deliver the right solutions at the right time.
