Administrative Assistant

Administrative Assistant

Helm Building Enterprises | Salem, VA | Full-Time, On-Site | $45,000–$60,000 per year

About Us

Helm Building Enterprises is a commercial contractor specializing in pre-engineered metal building (PEMB) sales and erection, with crews working on projects across Virginia and neighboring states. We are looking for an organized, dependable Administrative Assistant to keep our Salem office running, keep our job and contract files in order, and work directly with our executive team.

This is a hands-on role in a small office. You will be the first voice people hear when they call, the person who knows where every contract document lives, and the one who makes sure our crews have their travel booked before the week starts.

What You Will Do

Front Office

• Answer and route phone calls and emails; greet visitors, vendors, and clients.
• Manage scheduling, calendars, filing, mail, and office supplies.
• Keep the office organized and running smoothly day to day.

Job Paperwork

• Set up and maintain job files for each project.
• Track and organize submittals, certificates of insurance (COIs), lien waivers, and subcontract documents.
• Follow up with general contractors, vendors, and subcontractors to collect missing paperwork.

Contract Records & Billing (with Executive Staff)

• Work directly with executive staff to maintain accurate contract records, including executed contracts, change orders, and correspondence.
• Help prepare and track contract billing: pay applications, invoices, retainage, and billing deadlines.
• Keep sensitive business and financial information confidential.

Crew Travel

• Book weekly travel for field crews: hotels, and flights or rental vehicles when needed.
• Adjust reservations when job schedules change, and keep travel costs tracked by job.

What We Are Looking For

Required

• 2+ years of experience in an office, administrative, or front-desk role.
• Working knowledge of Microsoft Word, Excel, and Outlook (or Google Workspace equivalents).
• Able to work full-time, on-site at our Salem, VA office.

Preferred

• Experience in a construction, trades, or contractor office.
• Experience with invoicing, billing, or bookkeeping support (pay applications, AIA forms, or similar).
• Experience booking group or business travel.
• Familiarity with construction documents such as submittals, COIs, and lien waivers.

Who Does Well Here

• You stay organized when several jobs are moving at once.
• You follow up until a document is in hand instead of waiting for it to show up.
• You communicate clearly and professionally with clients, crews, and vendors.
• You handle confidential information with discretion.

Pay & Benefits

• Salary: $45,000–$60,000 per year, based on experience. Candidates with strong office, construction, and billing experience will be offered toward the top of the range.
• Health insurance: Employee health plan available after 90 days, with the company paying half of the premium. Highly experienced candidates may be offered coverage fully paid by the company.
• Paid vacation: One week (40 hours) after your first year, plus one additional day each year after that, up to two weeks. Highly experienced candidates may be offered more vacation starting on day one.

Why Join Us

• Full-time, stable position with an established PEMB contractor.
• Direct work with company leadership and real ownership of how the office runs.
• Room to grow as the company grows.

How to Apply

Apply through Indeed with your resume. A short note about your office or construction experience is welcome.

Pay: $45,000.00 - $65,000.00 per year

Benefits:

• Health insurance
• Paid time off

Experience:

• construction administration : 2 years (Required)

Location:

• Salem, VA 24153 (Required)

Work Location: In person