How to Hire a Construction Administrative Assistant

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!