Projects Admin Assistant

Position Overview

We are seeking a highly organized and detail-oriented Inside Project / Account Admin Assistant to support the successful execution of multiple projects from start to finish. This role is primarily office-based and plays a critical part in documentation tracking, project coordination, subcontractor management, and internal operations support. The ideal candidate has strong follow-up skills, excellent communication abilities, and thrives in a fast-paced, process-driven environment.

Key Responsibilities

*Track and maintain all project documentation and job files from initiation through completion

*Monitor job progress and ensure project records are accurate and up to date

*Request, collect, organize, and file project photos and completion documentation

*Follow up with clients, internal teams, and subcontractors to ensure timely deliverables

*Attend project walk-throughs for potential and active projects

*Occasionally travel to job sites to obtain client signatures, completion photos, or additional documentation

*Provide project-specific training and documentation support to employees and subcontractors

*Track labor hours related to projects and report hours accurately designated platforms and systems

*Create and maintain subcontractor files

*Request, verify, and track subcontractor insurance documentation and compliance

*Review subcontractor invoices for accuracy and completeness

*Submit invoices for internal approval and payment processing

*Assist with overall operational coordination and continuous improvement of project workflows

*Support internal teams with administrative and operational needs related to active projects

Required Qualifications:

Minimum 3 years of experience in project coordination, account management, construction administration, or a related field

-Bilingual (English & Spanish) Preferred But Not Required

-Highly organized with strong attention to detail and follow-up skills

-Comfortable working in a fast-paced, deadline-driven environment

-Strong written and verbal communication skills

-Ability to work independently while collaborating with multiple teams

-Must have a clean driving record

-Able to drive in snow conditions

- May need to commute to our Thornton office 1-2 days per week if needed

Technical & Software Requirements:

Comfortable and proficient using:

*QuickBooks Online

*Microsoft Excel

*Microsoft Word

*Asana

*Google Drive / Google Workspace

*Ability to learn and adapt to additional internal systems and tracking tools

Preferred Skills (Not Required but a Plus):

Experience in construction, snow removal, or field-service-based operations

Familiarity with labor tracking, job costing, or compliance documentation

Experience working with subcontractors and vendors

Why Join Our Team:

*Stable, growing company with long-term opportunities

*Key role within daily operations and project success

*Collaborative team environment

*Opportunity to make a direct impact on project execution and efficiency

Schedule : 8:30 AM to 5:00 PM Monday To Friday
1-2 Saturday Per Month Depending on work load - not always required and will be given advanced notice if needed
9 AM to 2:30 PM On Saturdays Needed