Construction Project Administrative Assistant

Position Overview Twin Lakes Fire Service is seeking a detail-oriented and highly organized Project Administrative Assistant to support our Project Management team and Branch Manager. This role serves as a key administrative resource for active fire protection construction projects by coordinating project documentation, contract administration, permitting, purchasing communication, billing support, scheduling activities and project closeout processes. The ideal candidate possesses strong organizational skills, construction project administration experience, and the ability to manage multiple priorities in a fast-paced environment. Experience within the fire protection, mechanical, or construction industry is preferred but not required for the right candidate. Key Responsibilities · Provide administrative support to Project Managers throughout all phases of project execution. · Coordinate communication between Project Managers, the shop, and other internal team members. · Manage project files, document control, and project records in accordance with company procedures. · Assist in sales and quotation, planning, scheduling, and coordination of construction activities. · Maintain accurate and current customer and project information across applicable company systems and records. · Coordinate permit applications, licensing requirements, inspection documentation, and bonding requests. · Manage project startup documentation and ensure all required project records are accurately maintained. · Assist with preparation, distribution, and tracking of project documentation, including contracts, submittals, RFIs, purchase order requests, change orders, meeting minutes, schedules, and closeout packages. · Coordinate with Procurement and Purchasing to facilitate material ordering, delivery schedules, and project procurement needs and communicate issues to Project Managers to minimize impacts on project schedules. · Assist in preparation and maintenance of Schedule of Values (SOVs), progress billing packages, and change order documentation. · Track project milestones, deadlines, and deliverables to support successful project execution. · Serve and administrative liaison between Project Managers, field personnel, customers, subcontractors, and internal departments. · Support labor reporting, certified payroll requirements, timekeeping records, and project cost tracking as required. · Assist with project closeout activities and final customer documentation. · Ensure compliance with document control procedures and deadlines. · Generate reports and maintain project data within company ERP, project management, and document management systems. · Perform additional administrative and operational duties as assigned by the Branch Manager. Qualifications & Experience · Experience in construction administration, project coordination, project support or a related role preferred. · Fire sprinkler industry experience or commercial construction is preferred. · Strong organizational, communication and time management skills. · Ability to manage multiple projects and deadlines simultaneously. · Strong attention to detail and accuracy in documentation management. · Effective written and verbal communication skills. · Proficiency with Microsoft Office, particularly Excel and Outlook. · Experience with ERP systems such as Acumatica or similar platforms preferred. · Ability to work independently while collaborating effectively with Project Managers and branch personnel. · Willingness to learn TLFS processes, fire protection materials, and project requirements. Experience Level: Flexible based on candidate qualifications, experience, and demonstrated capabilities. Reporting Structure · Reports To: Branch Manager · Primary Support: Project Management Team · D…

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