About Careertakes

👉 Important disclosure: Careertakes is a third-party recruiting platform supporting this hiring process. If selected, you will be employed directly by our client, Trade & Construction.

Applicants for this role may also receive access to additional matched opportunities through the Careertakes platform.

---

Key Responsibilities

• Provide day-to-day administrative support to the Construction Management team for the confidential client.
• Coordinate calendars, meetings, site visits, property tours, inspections, and contractor walkthroughs.
• Prepare and distribute meeting agendas, minutes, action-item lists, and follow-up communications.
• Track open items, deadlines, approvals, and team deliverables to ensure timely completion.
• Maintain project contact lists, calendars, departmental resources, and standardized templates.
• Prepare correspondence, reports, presentations, spreadsheets, and executive-level project updates.
• Assist with invoice routing, purchase orders, contract documentation, and internal approval processes.
• Organize and maintain accurate electronic project files using established naming and filing procedures.
• Support communication and coordination among Construction, Preconstruction, Facilities Management, Leasing, Finance, Legal, and Real Estate teams.
• Support the planning and execution of multiple commercial construction projects, including schedule and milestone tracking.
• Assist with preconstruction tasks: RFP preparation, bid coordination, bid comparisons, and preliminary cost-estimating.
• Help coordinate procurement activities: gather vendor quotes, prepare purchase orders, track lead times, and monitor deliveries.
• Maintain document control: track RFIs, submittals, change orders, permits, drawings, and as-built records; manage version control and distribution.
• Assist with budget and contract administration: maintain cost logs, review invoices for completeness, and support project financial reporting.
• Attend project sites to document progress, capture photos and notes, assist with punch-lists and inspections, and communicate field observations.
• Perform other general administrative and project-related duties as assigned.

---

What We’re Looking For (Qualifications)

• Associate or bachelor’s degree in Construction Management, Engineering, Architecture, Business, Project Management, or a related field preferred.
• 1–3 years of relevant experience in construction, project coordination, administrative support, property management, or related fields; internships considered.
• Strong administrative, organizational, and time-management skills.
• Ability to manage detailed records, multiple calendars, competing deadlines, and frequent follow-up.
• Excellent written and verbal communication skills.
• Strong attention to detail and commitment to accurate documentation.
• Proactive, able to follow through on assignments, and comfortable working in a collaborative environment.
• Working knowledge of commercial construction processes and terminology preferred.
• Ability to read and interpret construction drawings preferred.
• Strong proficiency in Microsoft Office, particularly Excel, Word, Outlook, and PowerPoint.
• Experience with Procore, Bluebeam, PlanSwift, Microsoft Project, or similar tools is a plus.
• Familiarity with AutoCAD, Revit, SketchUp, or similar design software is a plus but not required.
• Valid driver’s license and ability to travel locally to project sites as needed.

---

Working Conditions

• Primarily office-based with substantial administrative, scheduling, reporting, and document-management work.
• Regular visits to active construction sites and company properties will be required; site visits may involve walking on uneven surfaces, climbing stairs, and wearing required PPE.
• Occasional travel to project sites, contractor meetings, or other company locations may be necessary.
• Fast-paced environment requiring adaptability to changing project priorities.

---

What We Offer

• Hands-on exposure across preconstruction, project management, and commercial real estate development for the confidential client.
• Opportunities to follow projects from initial evaluation and estimating through construction and closeout.
• Collaborative environment with mentorship from experienced construction professionals.
• Opportunities for professional development and advancement within a growing organization.

---

Equal Opportunity & Hiring Transparency

Careertakes and our client are Equal Opportunity Employers committed to building a diverse and inclusive workforce. We prohibit discrimination or harassment of any kind. To support a fair and efficient hiring process, AI tools may be used to assist with application review or resume screening. These tools do not replace human decision-making. Final hiring decisions are made by people.

If you have questions about how your data is used, please contact us directly.