Construction Administrative Assistant

Gilbane Building Company•New Haven, CT

2d•$22 - $26•Onsite

About The Position

Gilbane is seeking a Construction Administrative Assistant to support a dynamic project team on a long-term construction site. This role is ideal for someone highly organized, detail-oriented, and comfortable working in a fast-paced field office environment. You’ll play a key role in maintaining project documentation, supporting compliance tracking, and ensuring smooth day-to-day operations. This is a part-time position averaging 24 hours per week, with weekly hours flexing based on project needs; the assignment is specific to the Yale University Dramatic Arts Project located in New Haven, CT. It will require an on-site presence.

Requirements

AS or BS degree
3–5 years of administrative experience
Strong organizational and communication skills
Proficiency in Microsoft Office Suite
Ability to work independently and collaboratively

Nice To Haves

Prior experience in construction related fields or administrative position is a plus
Experience with Bluebeam Studio and other construction platforms is a plus

Responsibilities

Upload submittals and RFIs into Yale’s Unity Trimble software after processing in Procore
Track Yale parking for all jobsite workers
Maintain logs and matrices including: Trade Contractor Mobilization Matrix, Waste Recycling Tracking Log, Yale OCIP/Drug Testing Log
Upload monthly schedule updates to Procore
Take and distribute meeting minutes
Track monthly trade requisition documentation (e.g., redline as-builts, material status reports, lien waivers)
Perform data entry of material status reports
Print and post monthly schedules
Save files and emails to shared drive
Order supplies (e.g., Staples, water) and lunches for team meetings
Maintain and distribute Wi-Fi password