Administrative Assistant

Job Posting: Construction Administrative Assistant

Company: JJAS Door Installations, Inc. (Woman-owned, family-run)
Location: South Florida (supporting projects across Miami-Dade/Broward)
Work Type: Full-time | In-office
Industry: Commercial Construction – Division 8 (Doors, Frames & Hardware)

About the Role

JJAS Door Installations is seeking a Construction Administrative Assistant to support our project and operations teams. This role is essential to keeping projects organized and moving—managing documentation, coordination, compliance tracking, and professional communication with general contractors, vendors, and internal teams.

If you’re organized, proactive, and comfortable in a fast-paced construction environment, we want to hear from you.

Key Responsibilities

Project Administration

• Upload/download and distribute documents through project platforms (e.g., Procore, or similar)
• Maintain clean file management in OneDrive/SharePoint (naming, version control, folder structure)
• Draft routine project emails (lead times, delivery confirmations, access constraints, action item follow-ups)

Compliance + Closeout Support

• Track and request COIs, W-9s, vendor paperwork, and required compliance docs
• Collect closeout documentation: warranties, O&M manuals, etc.

Coordination + Communication

• Schedule deliveries, walkthroughs, and meetings; confirm site contacts and access
• Take meeting minutes and distribute action items with due dates
• Coordinate with field team on required information and documentation support

Purchasing / Receiving Support (as needed)

• Support PO documentation, delivery tracking, and backorder follow-ups
• Assist with discrepancy documentation (shortages/damage) and vendor communication

Requirements

• 1–3+ years experience in construction administration (GC or subcontractor)
• Strong written communication (professional and concise emails)
• High attention to detail and strong follow-through
• Comfortable managing multiple priorities and deadlines
• Proficiency with Microsoft Office (Excel, Outlook), PDF tools, and cloud file storage

Preferred Qualifications

• Experience with Procore (or similar platforms), SharePoint/OneDrive, Teams/Zoom
• Exposure to pay apps, lien releases, and closeout processes
• Familiarity with Division 8 scope (doors/frames/hardware) is a plus

What Success Looks Like

• Logs are accurate and current; nothing is “lost” or sitting without follow-up
• Documents are organized and easy to retrieve (correct naming + version control)
• Action items are tracked and closed quickly

Job Type: Full-time

Pay: $17.00 - $21.00 per hour

Benefits:

• Paid time off

Work Location: In person