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Monitor and organize the General Manager's inbox; distinguish urgent project issues, owner/GC requests, subcontractor correspondence, and routine administrative messages.
Flag time-sensitive RFIs, submittal responses, change order correspondence, schedule notices, and requests requiring management review.
Draft professional emails, follow-ups, meeting requests, and routine correspondence for approval; communicate clearly with project managers, superintendents, subcontractors, vendors, and clients.
Track unanswered messages and help ensure important communications receive timely responses.
Manage the General Manager's calendar, appointments, and deadlines during California business hours.
Schedule internal meetings and calls with project teams, owners, general contractors, vendors, and trade partners.
Prepare agendas, attend virtual meetings as requested, capture decisions and action items, and distribute concise meeting minutes.
Send reminders and coordinate follow-up on commitments made during management and project-related meetings.
Maintain an organized list of the General Manager's priorities, delegated tasks, and outstanding action items.
Track administrative follow-ups related to RFIs, submittals, change orders, procurement requests, contract documents, and closeout items as directed.
Follow up with responsible team members on due dates and status updates without directing field work or making technical decisions.
Provide clear daily or weekly summaries of open items, overdue responses, and matters requiring the General Manager's attention.
Organize and file construction correspondence, drawings, specifications, meeting records, RFIs, submittals, change order documentation, and other project records.
Assist with preparing transmittals, logs, spreadsheets, letters, presentations, and routine administrative forms.
Maintain accurate naming conventions, document versions, contact lists, and shared folders; help route documents to the appropriate person for review.
Support meeting preparation, travel arrangements, scheduling, and general executive administrative needs.
Collect status updates from department leaders and project personnel as requested.
Prepare a concise weekly summary of outstanding action items, upcoming deadlines, critical correspondence, and issues needing leadership input.
Help the General Manager prepare for weekly discussions with the company President.
Hard Requirements:
Prior experience in construction administration, project coordination, or executive/administrative support within a construction company.
Working knowledge of construction terminology and workflows, including RFIs, submittals, change orders, drawings/specifications, subcontractors, trades, and trade responsibilities.
Excellent written and spoken English; professional communication and strong follow-through.
Proficiency in Microsoft Outlook, Excel, Word, and Teams; ability to manage shared files, calendars, and multiple priorities.
Strong organization, attention to detail, discretion with confidential information, and ability to work independently.
Availability and responsiveness during California business hours.
Experience supporting a construction executive, General Manager, or senior project leader at a U.S.-based contractor.
Familiarity with Procore, Bluebeam, Dropbox, or similar construction document-management tools is preferred.
Exposure to general contracting, electrical contracting, commercial construction, or public works projects is preferred.
Comfort using AI tools responsibly to streamline drafting, organization, and administrative follow-up.
