Job Description
The Construction Administrative Assistant assists the Construction Project Manager and construction team in administrative tasks, including vendor enrollment, contract compiling, and furniture, fixtures, and equipment (FFE) procurement. They support construction project execution by coordinating documentation, maintaining project and maintenance logs, managing Smartsheet updates, scheduling meetings and travel, and handling general administrative duties associated with capital improvement and renovation projects. Administrative and Project Support Provide administrative support to the construction team, including calendar management, meeting coordination, and preparation of agendas, notes, and action items manage logistics such as food and travel; document minutes and action items. Maintain project schedules, trackers, maintenance logs, and status reports Support Smartsheet management, including data entry, updates, dashboards, and basic reporting Assist with construction material ordering and tracking as needed Support vendor enrollment and onboarding including required documentation collection and follow-up Organize, maintain, and archive construction documents including contracts, RFIs, change orders, pay applications, invoices, warranties, and closeout documentation Assist with contract compiling, contract administration, and vendor documentation tracking (including Compliance Depot) Assist with due diligence documentation for acquisitions including file organization, data tracking, and supporting materials Financial and Invoice Support Assist with invoice processing, tracking, and reconciliation for capital and renovation projects Support cost tracking and reporting by updating project cost logs and summaries Support FFE procurement activities by tracking orders, delivery timing, and status updates with vendors and site teams Coordinate internal and external communications related to construction projects Schedule and support project meetings, including distributing meeting materials and follow-up notes General Office and Team Support Assist with ordering office and project-related supplies as needed Support the construction team with special projects, reporting, and process improvements Maintain organized digital and physical filing systems Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. High school diploma or equivalent required; Bachelor’s degree preferred 2+ years’ experience in project management, administrative project support, or an equivalent combination of education and experience construction, real estate, or property management experience preferred Ability to establish priorities, manage time effectively, and proceed with objectives and projects independently Ability to establish priorities, manage time effectively, and proceed with objectives and projects independently Ability to multi-task and maintain strong attention to detail across multiple concurrent projects Ability to work well with onsite staff, customers, supervisors, corporate office associates, and vendors Demonstrated commitment to valuing diversity and contributing to an inclusive work environment Computer Skills Proficiency with Microsoft Office Suite (Excel, Word, Outlook) Experience with Smartsheet or similar project management tools preferred Ability to learn and adapt to new systems and software Work schedule may vary based on project and business needs Demonstrated commitment to valuing diversity and contributing to an inclusive work environment Occasional travel may be required Beyond our competitive total compensation packages, your schedule at GR will provide you with a quality of life that is difficult to achieve within hospitality or hotel roles. Additionally, our benefits package reflects our respect for workplace contributions, professional goals and personal priorities. Griffis Residential offers the following benefits to full time Associates: 11 paid holidays per year including floating holidays Up to 16 hours of volunteer time off Minimum of 120 hours (3 weeks) of paid time off (PTO) accrual starting immediately for new hires Medical insurance program options Dental insurance Flexible Spending Accounts and Health Savings Accounts Company paid Basic Life/AD&D insurance for Associate (1x your annual base earnings up to a maximum of $350,000) Voluntary Life/AD&D insurance for Associate, spouse, and children Company paid short and long term disability program Employee Assistance Program (EAP) Generous tuition reimbursement up to $5,250 per year Wellness Program including reimbursement for fitness and mindfulness memberships/subscriptions Associate discount program for travel, hotels, cell phones, pet insurance, and everyday items Griffis Residential 401K Retirement Savings Plan with company match Onsite Associate Bonus Program Corporate Associate Bonus Program