Heavy Civil - Administrative Assistant

Job Description

Job Description

Division: Heavy Civil - Sitework & Underground Utilities (Storm, Sanitary, & Water)

Status: Hourly, Non-Exempt

Reports To: Project Manager

Location: Onsite / Pelham, Alabama

Job Summary

The Civil Administrative Assistant provides administrative support to Project Managers and Superintendents working on heavy civil projects, specifically in sitework and underground utilities, including storm, sanitary sewer, and water systems. This role is essential in coordinating and maintaining project documentation, permits, travel logistics, and communication throughout the project lifecycle. The ideal candidate is detail-oriented, organized, and capable of managing multiple tasks under strict deadlines.

Primary Responsibilities

• Support project planning and coordination for active civil utility and sitework projects.
• Perform administrative tasks for Project Managers during pre-construction and construction phases.
• Interface with permitting agencies
• Enter and upload project data and documents into internal systems and databases.
• Manage and distribute incoming mail, plans, and specifications.
• Draft, format, and send correspondence related to permitting and project progress.
• Maintain organized and up-to-date project files.
• Handle incoming inquiries related to project and permit status.
• Assist with periodic reports to clients, corporate, and internal stakeholders.
• Assist with coordinating and securing travel arrangements and lodging for project-related travel.
• Obtain vendor quotes, draft purchase requisitions, and assist in setting up purchase orders.

Personal & Organizational Development

• Build and maintain effective working relationships with clients, coworkers, vendors, and agencies.
• Communicate professionally and provide proactive updates to internal and external teams.
• Identify areas for improvement and develop personal development plans with management support.

Knowledge, Skills & Abilities

• Strong proficiency in Microsoft Office (Word, Excel, Outlook).
• Clear and professional verbal and written communication.
• Highly organized with the ability to prioritize multiple ongoing tasks.
• Detail-oriented with a commitment to accuracy and timeliness.

Working Conditions

• Fast-paced, deadline-driven environment.
• Must manage multiple complex processes with efficiency and attention to detail.
• Frequent interaction with cross-functional teams, clients, and municipal agencies.

Education & Experience

• Bachelor's degree in a related field preferred, but not required.
• 1-2 years of experience in construction administration or project coordination preferred.
• Familiarity with underground utility and sitework construction is a plus.

Employment with Timberline Construction Group is contingent upon passing a pre-employment drug test and a background check, which may include criminal history and employment verification.

By submitting your application, you consent to agreeing to partake in a pre-employment drug test and a background check. Refusal to consent to testing may result in withdrawal of the offer. All candidates will be required to undergo a pre-employment drug test as a condition of employment.