Position Summary

The Administrative Assistant supports ECOM’s daily operations by providing organizational, communication, scheduling, recordkeeping, and office-coordination assistance. This position works with management, employees, clients, vendors, subcontractors, and project teams to help maintain an efficient and professional office.

Experience Requirements

• Minimum 3-5 years of experience in office construction.

Primary Responsibilities

Administrative and Document Support

• Manage and distribute emails, documents, and internal communications.
• Respond to requests and questions from managers, employees, clients, vendors, and business partners.
• Maintain organized digital and physical project files.
• File and manage permits, applications, contracts, RFIs, change orders, and related documents.
• Draft, proofread, format, copy, scan, and file correspondence, reports, memos, and PDF documents.

Scheduling and Coordination

• Organize appointments and maintain management calendars.
• Coordinate site visits, office meetings, inspections, and other scheduled activities.
• Help plan meetings and prepare agendas when required.
• Coordinate with vendors, subcontractors, employees, and project-team members.

Communication and Front-Office Support

• Answer and route telephone calls.
• Greet visitors and assist with front-office interactions.
• Maintain the company telephone directory.
• Update and distribute current contact information to employees and subcontractors.
• Assist with office telephone greetings and communications with the telephone-service provider.

Operational and Team Support

• Assist with basic bookkeeping and administrative recordkeeping.
• Order office supplies and help maintain office inventory.
• Assist with onboarding new employees, workstations, equipment, and training coordination.
• Assist with ECOM inventory management using WASP.
• Request, manage, and update subcontractor W-9 forms.
• Maintain current certificates of insurance for active projects.
• Track notices of insurance cancellation, termination, and reinstatement.
• Order safety supplies and personal protective equipment.
• Complete ACCELA updates when requested.
• Assist with website-content upkeep.
• Provide administrative support for human-resources and bookkeeping functions.
• Provide executive support and project coordination for the President and Vice President.

Knowledge, Skills and Abilities

• Strong written and verbal communication skills.
• Professional and courteous telephone and front-office manner.
• Strong organizational skills and attention to detail.
• Ability to manage multiple assignments in a fast-paced environment.
• Proficiency with office software, calendars, email, document preparation, and filing systems.
• Strong proofreading and document-formatting skills.
• Problem-solving ability and willingness to assist across multiple departments.
• Ability to communicate effectively with employees, clients, vendors, subcontractors, and company leadership.