Administrative Support Specialist – Project Management/Estimating Team

Central Specialties•Alexandria, MN

3d•Onsite

About The Position

The Administrative Support Specialist provides comprehensive administrative and clerical support to the Project Management/Estimating Team, ensuring smooth coordination of project documentation, communication, and compliance. This role is pivotal in supporting project managers with organization, reporting, and document control throughout all phases of construction projects.

Requirements

Associate’s degree in Business Administration, Construction Management, or related field preferred.
Minimum of 2 years’ administrative experience, preferably in the construction industry.
Strong organizational skills and attention to detail.
Proficient in Microsoft Office Suite (Word, Excel, Outlook, Teams) and document management systems.
Excellent written and verbal communication skills.
Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
Confidentiality, professionalism, and a proactive, team-oriented approach.

Nice To Haves

Experience supporting project managers or engineers is highly desirable.
Familiarity with project management or construction software (e.g., Viewpoint, B2W, HCSS, Procore) is a plus.

Responsibilities

Project Documentation: Prepare, format, and manage project documents, including contracts, submittals, and process addendums.
Data Entry & Recordkeeping: Enter and maintain accurate data in project management systems and shared drives; ensure version control and document traceability.
Bid & Proposal Support: Search for ads, create and maintain bid files, including printing labels, plans, proposals, bid items, and other related documents.
Meeting & Schedule Support: Schedule and coordinate preconstruction meetings, maintain calendars, take notes, and follow up on assigned action items.
General Office Support: Provide administrative support such as scanning, filing, copying, ordering supplies, and maintaining organized digital and physical filing systems.