Administrative Assistant

Company Overview:

At Jamail & Smith Construction, we take pride in delivering high-quality construction services with integrity, professionalism, and a focus on relationships. Our projects span education, municipal, and commercial sectors throughout Texas. We’re a team that values trust, attention to detail, and doing things the right way — every time.

Position Summary:

We are seeking a highly organized and detail-oriented Construction Administrative Assistant to support our project managers and field teams. This role is essential in keeping operations running smoothly by handling administrative tasks, maintaining accurate documentation, and ensuring effective communication between office and field personnel. The ideal candidate is proactive, dependable, and comfortable working in a fast-paced construction environment.

Key Responsibilities:

Provide administrative support to operations & administrative staff.

Prepare, track, and manage construction documents such as submittals, RFIs, change orders, and meeting minutes as needed.

Assist with keeping our company database (Procore) up to date.

Assist the preconstruction department with subcontractor calls, bid invitations, HUB plans, & other tasks as needed.

Attend & plan subcontractor networking events.

Contract & Compliance Administration

Help track subcontractor compliance including certificates of insurance, W-9s, signed contracts, safety documentation, and lien waivers.

Maintain current and accurate records for vendor files, contract documents, and purchase orders.

Assist with prequalification of subcontractors and ensure all required documentation is current and in place before work begins.

Qualifications:

2+ years of administrative experience, preferably in the construction or A/E/C industry.

Strong organizational skills with the ability to prioritize tasks and manage multiple deadlines.

Proficient in Microsoft Office Suite (Word, Excel, Outlook) and comfortable learning construction-specific software (e.g., Procore, Bluebeam, Sage, or similar).

Excellent written and verbal communication skills.

High level of accuracy and attention to detail.

Ability to work independently and as part of a team in a dynamic environment.

High school diploma or equivalent required; associate or bachelor’s degree preferred.