Project Management Administrative Assistant

Support the project management team in the successful coordination and execution of major food facility projects from inception through project closeout.

Duties & Responsibilities:

  • Assist project managers with day-to-day administrative tasks, including document preparation, filing, mailing, and data entry.
  • Organize and maintain project files, records, and documentation in accordance with company procedures.
  • Prepare and distribute correspondence, reports, and other project-related documents.
  • Support project managers in reviewing project documentation for accuracy, completeness, and compliance with contractual requirements.
  • Serve as a point of contact for internal team members, subcontractors, suppliers, and clients, facilitating communication and ensuring timely responses to inquiries.
  • Maintain accurate contact lists and communication logs for project stakeholders.
  • Assist in the coordination of project meetings, conference calls, site visits, and travel arrangements, ensuring all relevant parties are informed and prepared.
  • Assist in the preparation and distribution of project documentation, including contracts, change orders, RFIs (Requests for Information), submittals, correspondence, and reports.

Attributes:

  • Communication Skills
  • Organizational Skills
  • Time Management Skills
  • Interpersonal Skills
  • Attention to Detail
  • Dependable
  • Flexible & Adaptable
  • Consistent

Education & Skills Requirements:

  • Previous experience in an administrative support role, preferably within the construction industry or a related field.
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
  • Excellent organizational skills and attention to detail, with the ability to manage multiple tasks and priorities effectively.
  • Strong communication skills, both written and verbal, with the ability to interact professionally with diverse stakeholders.
  • Proactive attitude and willingness to take initiative, solve problems, and contribute to the success of the project team.
  • Knowledge of construction terminology, processes, and documentation preferred.
  • Associate degree or higher in Business Administration, Construction Management, or a related field is desirable, or five to ten years of work experience in lieu of a degree.
  • Previous Procore and Bluebeam experience is a plus
  • Professional references are required

Company Benefits:

  • Competitive, experience-based salary
  • Medical, dental, vision and supplemental benefit programs
  • 401k program with 50% company match (up to federal limit)
  • Company sponsored life insurance and long term disability policies
  • Paid personal leave hours
  • Eight (8) paid holidays (includes birthday leave day)
  • Bonus opportunities

Here's what our team members are saying…

“The rewarding part of what we do is creating space and function for the client and taking it to the next level.”

Denise Peters,
Assistant Project Manager

“What I find the most rewarding is seeing the final product.”

Scott Strutz
Senior Architect

“I love working at ESI because it's a company where we do things right.”

Pete Pokorny,
Project Manager