We are seeking a highly organized and detail-oriented Inside Project / Account Admin Assistant to support the successful execution of multiple projects from start to finish. This role is primarily office-based and plays a critical part in documentation tracking, project coordination, subcontractor management, and internal operations support. The ideal candidate has strong follow-up skills, excellent communication abilities, and thrives in a fast-paced, process-driven environment.
Key Responsibilities
*Track and maintain all project documentation and job files from initiation through completion
*Monitor job progress and ensure project records are accurate and up to date
*Request, collect, organize, and file project photos and completion documentation
*Follow up with clients, internal teams, and subcontractors to ensure timely deliverables
*Attend project walk-throughs for potential and active projects
*Occasionally travel to job sites to obtain client signatures, completion photos, or additional documentation
*Provide project-specific training and documentation support to employees and subcontractors
*Track labor hours related to projects and report hours accurately designated platforms and systems
*Create and maintain subcontractor files
*Request, verify, and track subcontractor insurance documentation and compliance
*Review subcontractor invoices for accuracy and completeness
*Submit invoices for internal approval and payment processing
*Assist with overall operational coordination and continuous improvement of project workflows
*Support internal teams with administrative and operational needs related to active projects
Required Qualifications:
Minimum 3 years of experience in project coordination, account management, construction administration, or a related field
-Bilingual (English & Spanish) Preferred But Not Required
-Highly organized with strong attention to detail and follow-up skills
-Comfortable working in a fast-paced, deadline-driven environment
-Strong written and verbal communication skills
-Ability to work independently while collaborating with multiple teams
-Must have a clean driving record
-Able to drive in snow conditions
- May need to commute to our Thornton office 1-2 days per week if needed
Technical & Software Requirements:
Comfortable and proficient using:
*QuickBooks Online
*Microsoft Excel
*Microsoft Word
*Asana
*Google Drive / Google Workspace
*Ability to learn and adapt to additional internal systems and tracking tools
Preferred Skills (Not Required but a Plus):
Experience in construction, snow removal, or field-service-based operations
Familiarity with labor tracking, job costing, or compliance documentation
Experience working with subcontractors and vendors
Why Join Our Team:
*Stable, growing company with long-term opportunities
*Key role within daily operations and project success
*Collaborative team environment
*Opportunity to make a direct impact on project execution and efficiency
Schedule : 8:30 AM to 5:00 PM Monday To Friday
1-2 Saturday Per Month Depending on work load - not always required and will be given advanced notice if needed
9 AM to 2:30 PM On Saturdays Needed
Principals only. Recruiters, please don't contact this job poster.