Job Description: Construction Secretary

Position Overview

The Construction Secretary provides administrative and technical support to the construction team, ensuring smooth documentation, communication, and project coordination. This role requires proficiency in CAD software, handling PDF documents, and basic knowledge of QuickBooks to assist with financial tracking. The Construction Secretary will serve as the backbone of office operations, supporting engineers, project managers, and site staff with accurate records and timely administrative tasks.

Key Responsibilities

Documentation & CAD Support
- Prepare, edit, and organize construction drawings using CAD software.
- Convert and manage project files into PDF format for distribution and compliance.
- Maintain organized digital and physical filing systems for project documentation.
Administrative & Financial Assistance
- Perform basic bookkeeping tasks in QuickBooks, including expense tracking and invoice preparation.
- Support project managers with scheduling, correspondence, and meeting notes.
- Assist in preparing reports, contracts, and construction-related documents.
Communication & Coordination
- Act as a liaison between office staff, contractors, and clients.
- Handle phone calls, emails, and inquiries with professionalism.
- Ensure timely submission and follow-up of required documents.

Qualifications

Education & Experience

Associate's degree or diploma in Office Administration, Construction Management, or related field.
Prior experience in construction administration or secretarial work preferred.

Technical Skills

Proficiency in CAD software (AutoCAD or similar).
Ability to create, edit, and manage PDF documents.
Basic knowledge of QuickBooks for financial tracking.
Strong command of Microsoft Office Suite (Word, Excel, Outlook).