Administrative Assistant

• Process project-related documents such as contracts, change orders, RFIs, AIAs, meeting minutes, close-out materials, archiving, and other correspondence including letters and reports.
• Provide administrative support for Project Team which may include typing, scheduling meetings, or data entry.
• Ensure subcontractor compliance documentation is collected and current to support monthly billing (e.g., Releases of Liens, Stored Materials forms).
• Communicate with external partners to request and obtain complete and accurate required paperwork.
• Assist with project accounting tasks including invoice processing, joint checks, stored materials tracking, and phase assignment.
• Assist with Purchasing and Submittal processes as requested by Project Teams.
• Set up and maintain manual and electronic filing systems in accordance with Wohlsen standards.
• Provide administrative support at job sites or office locations based on assignment; responsibilities include answering phones, restocking supplies, managing shipments, and maintaining a clean, organized communal kitchen area.
• Help coordinate and guide the Project Team on routine administrative tasks and general project information.
• Effectively prioritize tasks and manage scheduling to support project needs.
• Collaborate with colleagues in a team-oriented environment to achieve shared goals.
• Demonstrate strong communication skills—written, verbal, and digital—to support professional interactions.
• Order and maintain office supplies and equipment; ensure timely distribution upon delivery.
• Sort and distribute incoming and outgoing mail and packages.
• Coordinate shipping and delivery services (FedEx, UPS, etc.).
• Greet office visitors and promptly notify the appropriate staff member of their arrival.
• Occasionally travel to job sites or other Wohlsen office locations, including transporting materials or supplies as needed.
• Provide support for project events such as groundbreaking, ribbon-cutting or topping-out. 

• Collaborates closely with Project Managers, Superintendents, and other members of the Project Team to support day-to-day operations.
• Maintains professional communication with subcontractors, vendors, and clients to ensure timely exchange of project information and documentation.

• Authorized to request and follow up on documentation from external partners and subcontractors as required for project compliance and billing.
• May make routine administrative decisions within defined procedures to support project and office efficiency.

• Responsible for the accuracy and timeliness of administrative tasks, including document management, invoice processing, and compliance tracking.
• Accountable for maintaining confidentiality, professionalism, and consistency in all communications and project-related documentation.

• High school diploma or GED required; equivalent work experience will be considered.
• Minimum of five years of experience in a technical or administrative office environment.
• Construction industry experience preferred, especially with AIA documentation and invoicing.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Experience with Bluebeam, DocuSign, CMiC, Procore, and Textura is a plus.
• Ability to create, edit, and modify PDF documents using tools such as Bluebeam or Adobe Acrobat.
• Comfortable using a computer, keyboard, and mouse; able to operate standard office equipment such as printers, copiers, scanners, phones, and calculators.

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