Construction Administrative Assistant

Overview

Gilbane is seeking a Construction Administrative Assistant to support a dynamic project team on a long-term construction site. This role is ideal for someone highly organized, detail-oriented, and comfortable working in a fast-paced field office environment. You’ll play a key role in maintaining project documentation, supporting compliance tracking, and ensuring smooth day-to-day operations. This is a part-time position averaging 24 hours per week, with weekly hours flexing based on project needs; the assignment is specific to the Yale University Dramatic Arts Project located in New Haven, CT. It will require an on-site presence.

Who are we?  

As a Top-10 ENR Contractor, Gilbane is a family-owned business with 45 offices that has been shaping communities since 1870. Consistently recognized as one of the most reputable construction management firms in the country, Gilbane is committed to delivering projects safely and on-time. You will have the opportunity to build schools, labs, hospitals, corporate offices, sports arenas and more!

We are dedicated to building a diverse, inclusive and authentic workplace, so if you’re excited about this role but your past experience doesn’t align perfectly with every qualification in the job description, we encourage you to apply anyway. You may be just the right candidate for this or other roles.

Who are you? 

You are someone who acts inclusively, showing empathy and treating others with respect and dignity in order to uphold Gilbane’s core value of Caring and “People First” workplace culture. You seek to listen in order to understand and can convey information clearly. You’re a strong problem solver who can identify, prioritize, and implement alternatives for solutions, and you demonstrate adaptability by collaborating with others and supporting team members to achieve excellence. A self-starter who shows passion, commitment, and ownership all while delivering on business outcomes and driving results. You’re someone who identifies opportunities for new and improved ways of doing things that result in value-add solutions.  

Your core values match Gilbane’s: Integrity, Caring, Teamwork, Toughmindedness, Dedication to Excellence, Discipline, Loyalty, and Entrepreneurship. 

What’s in it for you?   

Gilbane offers employees multi-dimensional training opportunities through a number of resources. While managing your responsibilities to projects, you will be able to enroll in trainings through our award-winning Gilbane University to build leadership and technical skills. In addition, you would work with an experienced team which provides you with the opportunity to learn new industry skills every day. You will protect and promote the interests of both Gilbane and the client in all matters as well as demonstrating the personal characteristics of a developing leader. 

Responsibilities

• Upload submittals and RFIs into Yale’s Unity Trimble software after processing in Procore
• Track Yale parking for all jobsite workers
• Maintain logs and matrices including:
  • Trade Contractor Mobilization Matrix
  • Waste Recycling Tracking Log
  • Yale OCIP/Drug Testing Log
• Upload monthly schedule updates to Procore
• Take and distribute meeting minutes
• Track monthly trade requisition documentation (e.g., redline as-builts, material status reports, lien waivers)
• Perform data entry of material status reports
• Print and post monthly schedules
• Save files and emails to shared drive
• Order supplies (e.g., Staples, water) and lunches for team meetings
• Maintain and distribute Wi-Fi password

Qualifications

EXPERIENCE / EDUCATION

• AS or BS degree
• 3–5 years of administrative experience
• Prior experience in construction related fields or administrative position is a plus

KNOWLEDGE, SKILLS & ABILITIES

• Strong organizational and communication skills
• Proficiency in Microsoft Office Suite
• Ability to work independently and collaboratively
• Experience with Bluebeam Studio and other construction platforms is a plu

Hourly rate to be determined based on factors such as geographic location, skills, education, and/or experience of the applicant, as well as the internal equity and alignment with the team.

For Connecticut, this ranges from $21.75-$26.00 per hour plus benefits and retirement program.

Gilbane offers an excellent total compensation package which includes competitive health and welfare benefits and a generous profit-sharing/401k plan. We invest in our employees’ education and have built Gilbane University into a top training organization in the construction industry. Qualified applicants who are offered a position must pass a pre-employment substance abuse test.

Gilbane is an Affirmative Action/Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to age, color, national origin, race, religion, sex, sexual orientation, gender identity, protected veteran status, or disability status.

Note to Recruiters, Placement Agencies, and Similar Organizations: Gilbane does not accept unsolicited resumes from agencies. Please do not forward unsolicited agency resumes to our jobs alias, website, or to any Gilbane employee. Gilbane will not pay fees to any third party agency or firm and will not be responsible for any agency fees associated with unsolicited resumes. Unsolicited resumes received will be considered property of Gilbane and will be processed accordingly.