Administrative Assistant

Accentuate Staffing is currently recruiting for an Administrative Assistant for a locally owned and operated Commercial and Residential construction company located in Northeast Raleigh. The Administrative Assistant will support our operations, inventory control, and new residential construction projects. This position is critical to ensuring accurate documentation, efficient scheduling, and streamlined communication between teams, vendors, and customers.

Responsibilities:

Administrative & Document Support

• Prepare, format, edit, and proofread correspondence, construction documents, reports, and customer proposals.
• Organize and maintain both digital and physical filing systems; file permits as required.
• Track certifications, compliance paperwork, and vendor/subcontractor documentation.
• Build and maintain job files/folders including drawings, pricing, timelines, and required reports.

Inventory Coordination

• Enter, post, and verify inventory transactions in database.
• Assist with warehouse inventory checks, ensuring accurate counts and records.
• Order materials for jobs as needed and coordinate delivery timelines with warehouse staff.

Scheduling & Dispatch Support

• Schedule crews and jobs; track crew/technician time and GPS verification.
• Pull permits and schedule inspections for projects.
• Submit required job documentation to appropriate parties.
• Provide regular reporting for weekly meetings and job progress updates.

General Office Duties

• Handle incoming requests and inquiries from customers, vendors, and internal teams.
• Perform additional administrative or operational tasks as assigned by management.

Requirements:

• Associate’s or Bachelor’s degree in Business Administration, Construction Management, or related field (preferred).
• 2+ years of administrative experience, preferably in construction, HVAC, or related trades.
• Familiarity with project estimating, job costing systems, or dispatch scheduling (construction dispatcher experience a plus).
• Strong proficiency in Microsoft Excel (Advanced Excel preferred), Word, PowerPoint, and Outlook.
• Excellent organizational, communication, and time management skills.
• High attention to detail, accuracy, and confidentiality.
• Ability to manage multiple priorities in a fast-paced environment.
• Analytical mindset with the ability to interpret and present data clearly.
• Positive, professional, and customer-focused attitude.