Administrative Assistant for Construction

Company Details

Basin Street Properties, Inc.

Our company seeks a well-organized professional with a great customer service attitude to join our Construction team. We expect the right person for the position to also be reliable, detail oriented, proactive and someone who takes initiative to solve issues while working with our Tenants, Construction Management, Accounting staff, and Vendors.

Job Description Summary

Provides administrative support to our Construction Department with a variety of clerical activities and related tasks. The Administrative Assistant for Construction will be responsible for ensuring all paperwork associated with each project is kept and maintained in an orderly fashion, providing customer service to tenants, communicating with outside working partners, coordinating operational issues, and ensuring important project data is submitted to our Accounting Department in a very timely manner. The Administrative Assistant/Construction Coordinator must be a self-starter able to work autonomously, yet also successfully as part of the team, sometimes having to lead in certain aspects of the job. In this position, follow through, attention to detail, and ensuring deadlines are met is imperative.

Essential Functions

· General correspondence for the Construction Department

· Assists and supports the construction team with budget management

· Responsible for Project Initiation Forms and Requests For Information processing

· Maintains contracts and all associated documents

· Construction management fee tracking

· Meeting minutes recording and processing from weekly Construction Department meetings

· Tracking and coding of invoices for processing, acting as liaison between vendors and accounting

· Daily project spreadsheet maintenance, tracking costs and productivity

· Administers and coordinates communication between tenants, vendors, contractors and engineering while keeping the Construction Department apprised

· Track progress and maintain files in relation to tenant improvements, including the processing of tenant bill back notices, and provides updated schedules

· Owns the change order processing in Timberline, generating commitments while constantly tracking progress

· Processes and tracks tenant improvement allowances

· Responsible for full process of vendor AIA contracts

· Construction plan maintenance and tracking

· Manages full process for permit fees

· Various special projects for Construction/Development Dept.


· Must be strongly proficient in Microsoft Office Suite (Outlook, Word, Excel, etc.)

· Understands and has the ability to use Timberline or other similar construction software

· Strong time-management, organizational, and proactive problem solving skills

· Excellent math skills

· Broad understanding of the Commercial Construction and/or Real Estate industries

· Quick learner able to incorporate new knowledge into processes

· Able to maintain systems and keep work flowing

· Great presentation skills with clear and concise communication skills

· Detail oriented and able to work multiple projects simultaneously while maintaining a professional and customer service-oriented attitude

· Understands and follows directions

· Must be reliable, punctual, and always pleasant to work with

· Ability to maintain discretion and confidentiality at all times

· Knowledge of Construction/Real Estate processes and terminology

· Exhibit proficient communication skills (Speaking, listening, and writing, which includes spelling and grammar accuracy)

· Flexible and collaborative work style, works well varying personalities

Education and Experience Requirements

· High school diploma

· 5 years related experience in commercial construction and/or commercial real estate

· Knowledge of cost accounting experience helpful, hands on knowledge a big plus

Work Environment and Physical Demands

· Professional office environment using standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines

· Mainly sedentary role though some filing and supply maintenance requires the ability to lift files and supplies, open cabinets, bend, crouch, stand, and walk

Other Information

· Not a supervisory role

· Non-exempt position subject to overtime laws

· Full time position, Monday through Friday 8am to 5pm

· Minor local travel may be required

· Must legally be allowed to work in the U.S.

· Please provide salary requirements in order to be considered for this position

· Full time employees are eligible to participate in company benefits.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Job Type: Full-time

Pay: From $25.00 per hour


  • 401(k)
  • 401(k) matching
  • Dental insurance
  • Employee assistance program
  • Flexible spending account
  • Health insurance
  • Health savings account
  • Life insurance
  • Paid time off
  • Referral program
  • Retirement plan
  • Vision insurance


  • 8 hour shift
  • Day shift
  • Monday to Friday

Ability to commute/relocate:

  • Petaluma, CA 94954: Reliably commute or planning to relocate before starting work (Required)


  • High school or equivalent (Preferred)


  • Commercial construction: 5 years (Preferred)
  • Commercial Real Estate: 5 years (Preferred)
  • Cost accounting: 1 year (Preferred)
  • Microsoft Office Suite: 5 years (Preferred)
  • Construction Software: 5 years (Preferred)
  • Administrative Assistant: 5 years (Preferred)


  • English (Required)

Shift availability:

  • Day Shift (Preferred)

Work Location: One location

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