Overview
Construction Office Administrator Jobs in Burlington, MA at Highline Construction
Full Job Description
CONSTRUCTION OFFICE ADMINISTRATOR
As a Construction Office Administrator, you’ll play a central role in supporting our team across project logistics, documentation, scheduling, and internal coordination. You’ll work closely with our Principals, Project Managers, Estimator, and Controller to help keep projects organized, on time, and on budget. This position truly serves as the connective tissue between all departments. It’s a great fit for someone who thrives in a fast-paced environment, loves to problem-solve, organize, and finds satisfaction in supporting a team. A strong interest in residential construction and operational systems is a plus.
Project Coordination Support & Communication
Support Project Managers by tracking administrative tasks and communications via Slack and Buildertrend
Communicate daily with PMs regarding project tasks
Help team maintain current and organized records in Buildertrend and Google Drive
Follow up on outstanding items and flag incomplete tasks
Scheduling & Meetings
Schedule and organize meetings for Principals, Estimator and PMs
Support PMs in maintaining project labor schedules and job timelines
Facilitate weekly team meeting and organize family lunch
Job Setup & Onboarding
Create and manage project folders in Buildertrend and Google Drive
Support Project Planner & PMs in drafting project timelines, uploading plans, and managing key documentation
Assist PMs with permitting and subcontractor agreements
Selections & Ordering
Help PMs and Project Planner gather selection details from clients/architects/designers
Source quotes, place orders, and track deliveries, returns, and inventory
Assist PMs with setting up digital agreements / approvals (Pandadoc)
Financial & Controller Support
Assist PMs in drafting change orders and keeping an eye on budget numbers
Assist Controller in reviewing vendor invoices and assist with invoice preparation
Manage subcontractor documentation: collect and upload COIs, W-9s, sub agreements; maintain sub lists in Buildertrend and QuickBooks Online
Upload non-digital receipts to DEXT and manage missing receipt follow-up
Update weekly timesheets after PMs finalize changes
Enter invoice data into Buildertrend after billing
Additional Responsibilities
Attend occasional jobsite walkthroughs and project meetings
Support office organization, inventory, and material management
Help with marketing events and internal office initiatives as needed
What We’re Looking For
5+ years of experience in construction, office management, or a related administrative role
Precise, with a strong eye for detail and a need to keep organizational systems, both physical and digital, clean and tidy
Excellent communication skills and ability to accept constructive feedback
Strong computer skills with ability to learn new software quickly. Familiarity with Buildertrend, Slack, Google Workspace (Drive), and QuickBooks a plus
Self-starter who thrives in a collaborative, fast-paced environment
Passion for high-quality residential construction and client service
Job Type: Full-time
Pay: $65,000.00 – $75,000.00 per year
Benefits:
401(k)
401(k) matching
Health insurance
Paid time off
Vision insurance
Schedule:
Monday to Friday
Application Question(s):
Are you able to work in-person, at least 30hrs per week?
Experience:
Office management: 5 years (Preferred)
Language:
English (Required)
Ability to Commute:
Burlington, MA 01803 (Required)
Work Location: In person
Title: Construction Office Administrator
Company: Highline Construction
Location: Burlington, MA
Category:
