New Construction Administative Assistant

Location: Dunbar, West Virginia

Pay Rate: $20.00–$25.00 per hour, based on experience

Department: Construction

Position Type: Full-Time, Direct-Hire

Position Summary: Mountaineer Employment Solutions is seeking a detail-oriented and organized New Construction Administrative Support professional to support the new construction operations of one of our clients. This position works closely with project management, contractors, vendors, service personnel, and internal departments to help ensure construction projects are completed accurately, efficiently, and on schedule. The ideal candidate will possess strong administrative, organizational, and communication skills and be comfortable managing multiple projects, deadlines, documents, and contractor communications simultaneously.

Key Responsibilities: Prepare and organize equipment and project submittals. Submit plans and required documentation to appropriate Fire Marshal offices for review in Kentucky and West Virginia. Maintain organized records and drawings for projects in various stages, including projects being bid, pending award, awarded, and in progress. Communicate professionally and accurately with contractors, vendors, project personnel, and internal departments. Build and maintain positive working relationships with contractors and vendors through timely, accurate, and professional communication. Assist with preparing and maintaining project schedules, documentation, and status information. Obtain project schedules from contractors and coordinate anticipated dates for required technical or on-site service visits. Work with vendor representatives to develop knowledge of the systems, equipment, and products associated with assigned projects. Assist management with maintaining project status information and preparing reports. Coordinate the preparation and organization of project documentation, including submittals, drawings, operation and maintenance manuals, as-built drawings, end-user information, and milestone dates. Help manage customer and contractor expectations regarding the delivery of information, equipment, and services. Assist with project takeoffs, pre-bid meeting information, addenda verification, proposals, and other bidding-related documentation. Maintain knowledge of applicable codes, products, systems, and procedures through training and continued learning. Prepare completed project information for handoff to service and technical teams, including drawings, specifications, submittals, special conditions, and applicable licensing information. Maintain accurate electronic project files by organizing, consolidating, and scanning relevant documentation. Gather project information and prepare regular project status updates. Communicate with contractors to confirm project status, schedules, deadlines, and upcoming requirements. Assist with identifying and tracking potential bidding opportunities. Coordinate completed project information with appropriate sales and service personnel. Perform additional administrative and project-support duties as assigned.

Internal Coordination: This position will work closely with multiple departments to ensure accurate and timely communication throughout each project. Responsibilities may include:

• Providing accounting, project management, service, and technical teams with accurate project information.
• Assisting with invoice-related information, customer contact information, and project documentation as needed.
• Coordinating technical information for estimates, drawings, installation questions, and project-related inquiries.
• Supporting project management and sales personnel with day-to-day administrative responsibilities.
• Helping ensure important project information is communicated before deadlines or scheduled milestones.
• Qualifications & SkillsThe ideal candidate should possess:
• Strong organizational and administrative skills.
• Excellent written and verbal communication skills.
• Strong attention to detail and accuracy.
• Ability to manage multiple projects, priorities, and deadlines simultaneously.
• Professional communication skills when working with contractors, vendors, customers, and internal teams.
• Ability to maintain organized electronic and physical project documentation.
• Strong computer skills and the ability to learn project-specific software and systems.
• Ability to work both independently and collaboratively in a team environment.
• Willingness and ability to learn industry terminology, products, construction documentation, and applicable codes.
• Previous administrative, construction, project coordination, estimating, or contractor-support experience is preferred.
• Compensation$20.00–$25.00 per hour, negotiable based on experience and qualifications.

Equal Employment Opportunity: Mountaineer Employment Solutions is an equal opportunity employer. We do not discriminate based on race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, or national origin.