Administrative Assistant

Job Summary:

The Administrative Assistant will provide essential support to the management team and project staff by handling daily administrative tasks, ensuring smooth office operations, and facilitating communication and work with estimating connecting multiple sites. The ideal candidate will be highly organized, detail-oriented, and proficient in managing documentation, scheduling, and general office functions in a fast-paced construction environment. 

Key Responsibilities: 

Office Administration & Communication: 

• Manage office operations, filing, correspondence, and record-keeping. 

• Serve as the first point of contact for calls, emails, and visitors. 

• Prepare project summaries, reports, presentations, and maintain pre-bid information. 

• Support with social media efforts and employee communication strategies. 

Project & Bid Support: 

• Assist with project managers, estimators, and superintendents, document preparation, submittals, and bid packages. 

• Track project deadlines, update bid schedules, and maintain bid whiteboard. 

• Research bid opportunities and manage bid document downloads. 

• Request bonds, insurance quotes, and compile bid documents. 

• Manage MWBE/DBE compliance and Good Faith Effort documentation. 

• Coordinate subcontractor/supplier outreach and track participation. 

• Set up estimates in HCSS HeavyBid and manage subcontractor/supplier quotes. 

• Deliver bid submissions and track bid results. 

• Support post-bid tasks, including agreement execution and contract award documentation. 

Compliance Assistance: 

• May assist with onboarding new team members 

• Assist with timekeeping and paid sick leave tasks. 

• Ensure compliance with safety regulations, daily huddles, and toolbox talks. 

Scheduling & Event Coordination: 

• Manage calendars, schedule meetings, and arrange travel for senior leaders. 

• Organize company events, training sessions, and employee activities. 

Qualifications: 

• Education: associate or bachelor's degree in business administration or related field preferred. 

• Experience: 3+ years in administrative roles, preferably in construction or engineering. 

Skills: 

• Proficiency in Microsoft Office Suite. 

• Experience with construction software (e.g., Procore, Sage 300, HCSS HeavyBid) is a plus. 

• Strong communication, multitasking, and organizational skills. 

Benefits: 

• Competitive Wages 

• ESOP 

• Health & Dental with generous employer contribution 

• Supplemental Insurances (Vision, FSA, Dependent Care, Short-term Disability, Critical Illness, etc.)  

• Paid Holidays 

• Generous PTO 

• ....and more!  

Rifenburg Companies follow EEO Federal and State guidelines prohibiting employment and job discrimination. It is the policy of Rifenburg Companies to provide for and promote equal employment opportunity in employment compensation and other terms and conditions of employment without discrimination based on age, race, creed, color, national origin, gender, sexual orientation, disability, marital status, Vietnam Era Veteran status, genetic predisposition, carrier status or any legally protected status. 

The policy applies to all employment practices and actions. It includes, but is not limited to, recruitment, job application process, examination, and testing, hiring, training including apprenticeship and on-the-job training, disciplinary actions, rate of pay or other compensation, advancement, classification, transfer, reassignment, and promotions.