A construction administrative assistant supports contractors and project managers by handling calls, emails, scheduling, document control, and office coordination. Hiring the right person requires a clear job description, evaluation of qualifications, and asking situational questions during interviews. The right assistant helps keep projects organized, communication clear, and operations efficient.
Key Takeaways:
- Responsibilities include scheduling, document management, and subcontractor coordination
- Qualifications often include computer proficiency, organization, and time management
- Job descriptions should be detailed to attract the right candidates
- Involving project managers in hiring ensures a better cultural fit
- Interview questions should test both technical and soft skills under pressure
This article explains how to identify, evaluate, and hire the right construction administrative assistant to strengthen your company’s operations.
It’s important to understand what a construction administrative assistant is and how to hire the right person for the job. Today, you’ll learn about their duties and tips for finding someone. Let’s dive in!
Clerical and Administrative Tasks to Handle
Overall, the construction administrative assistant job description focuses on these responsibilities:
- Providing administrative support to the general contractor, project managers, office manager, and other management staff
- Answering incoming phone calls and responding to emails professionally
- Coordinating deliverables, including handouts, meeting logistics, and travel arrangements for the whole project management team
- Executing general office duties, including data entry, setting up the filing systems, copying, typing, and ordering office supplies
- Handling other administrative tasks as requested for special projects
- Preparing forms, including subcontracts, service agreements, purchase orders, and change orders
- Acting as the point of contact for subcontractors, vendors, and other construction service teams
- Soliciting quotes for new jobs
Qualifications Required for a Construction Administrative Assistant Job
In most cases, a construction administrative assistant must have these qualifications:
- Proficiency in computer skills (Word, PowerPoint, and Excel)
- Excellent time management, communication, and organization skills
- Familiarity with the overall construction industry (preferred but generally not required)
- High experience level (three years)
- High school diploma (additional college courses are valuable)
How to Hire an Organized Construction Administrative Assistant
Here are a few tips for hiring a construction administrative assistant:
Create a Detailed Job Description
Make sure the person you search for understands the responsibilities and administrative duties they’ll handle. This might require them to be familiar with project completion goals or understand project contracts.
Detail their administrative functions, letting them know they’ll be handling multiple tasks. Post the description on various job boards.
Evaluate Candidates with the Help of a Project Manager
It’s important to determine how the person in question will work with others. The candidate will help the office staff communicate efficiently, deal with sensitive construction documents, and may even help with expense reports and pay requests.
They must understand that this is a fast-paced environment that focuses on customer satisfaction. Therefore, ask other staff to help you during the interview.
Sometimes, your project manager or other staff members will know of people who might be a good fit for the position. Don’t forget to ask them for that information, which can help you choose people to interview later.
Ask Questions During the Interview
It’s crucial to paint the administrative experience your new hire will have. To do that, ask them situational questions during the interview to assess their soft skills.
Often, an administrative assistant must think on their feet, finding quick solutions while remaining professional.
You can ask them how they would reschedule a CEO’s meeting with an important customer to appease both parties.
Hiring the Right Person for Your Construction Company
It’s up to you what qualities you want in an administrative assistant. You may focus more on someone who knows Microsoft Office because that’s your go-to computer program. However, you may think that a person with a bachelor’s degree will be the best solution. Regardless, these tips can help you choose the right one for the job!
