Construction Administrative Assistant

A well-established construction company in Grafton, WI is seeking a dependable and highly organized Construction Administrative Assistant to join our team.

This position is ideal for someone who has previous administrative experience in the construction industry and understands the importance of deadlines, permits, scheduling, project documents, inspections, estimates, and customer follow-up. We are looking for someone who can help keep multiple projects organized and moving forward while supporting project managers, general contractors, customers, and field teams.

The right candidate will be detail-oriented, comfortable managing paperwork for several projects at once, and familiar with construction terminology and project workflow. Experience with AutoDesk, Procore, Smartsheet, Google Drive, and Excel is strongly preferred. Schedule Mon-Fri 8:00am-4:00pm, $25.00-$30.00 an hour + benefits

Job Responsibilities:

• Review incoming commercial project opportunities and organize bid information
• Communicate with general contractors regarding bid status, deadlines, and project requirements
• Review project plans and identify the correct pages, drawings, and specifications needed for estimating and bidding
• Gather and organize roofing, sheet metal, specialty, accessory, and related construction specifications for proposals
• Identify any special bid requirements, including licensing, bonding, bid forms, insurance documents, or additional paperwork
• Prepare proposals, bid documents, and supporting paperwork once estimates are completed
• Submit completed proposals and required documents to general contractors before deadlines
• Assist with project coordination from bid stage through project closeout
• Track and manage submittals, RFIs, RCOs, change orders, project communications, and related documentation
• Review construction bulletins, revised plans, and project updates to identify changes that may affect the scope of work
• Maintain organized project files, including proposals, contracts, permits, specifications, field sketches, inspection documents, warranties, correspondence, and closeout materials
• Distribute updated drawings, revised plans, and construction documents to the appropriate team members
• Prepare and submit closeout documents, including O&M manuals, warranties, inspection records, and other required completion paperwork
• Maintain closeout logs and follow up to ensure all required documents are collected and submitted
• Use Procore, AutoDesk, Smartsheet, Google Drive, and Excel to track project updates, drawings, reports, and communication
• Prepare reports, forms, letters, and project documents as requested
• Schedule or request warranty inspections when needed
• Assist with ordering, tracking, or coordinating specialty materials for projects
• Respond to general contractor, customer, and internal team requests in a timely and professional manner
• Answer phone calls, respond to emails, assist customers, and provide general administrative support
• Follow up with customers and project contacts to ensure needs are being addressed and deadlines are met

Requirements:

• Previous administrative experience in the construction industry is required
• Strong understanding of construction documents, project coordination, bids, permits, inspections, and closeout paperwork
• Experience supporting multiple projects at the same time
• Strong computer skills, including Excel and Microsoft Office
• Experience with AutoDesk, Procore, Smartsheet, and Google Drive preferred
• Excellent organization, follow-up, and communication skills
• Ability to work with project managers, general contractors, customers, vendors, and field employees
• Professional phone and email communication skills
• Reliable attendance and strong work ethic

Benefits:

• Health insurance
• Dental insurance
• Paid time off
• Simple IRA
• Steady Monday–Friday schedule
• Opportunity to work with a strong, established construction team

This is a great opportunity for an experienced construction administrative professional who enjoys staying organized, keeping projects on track, and being an important part of a successful construction team.