Job Description
Job DescriptionSalary:
Why Chinburg?
Founded by Eric Chinburg in 1987, Chinburg Properties is a dynamic and growing company based in the Seacoast region of New Hampshire with projects and properties in NH, ME, and VT. Over four decades, the company has evolved from a small business into one of the most trusted names in quality development, building, renovation, construction management, and property management. Chinburg's success is rooted in building strong relationshipswith customers, employees, and business partners alike.
Chinburg is known for its innovative development philosophy and commitment to incorporating best practices, including a strong focus on green building principles. Our expanding team includes professionals from diverse educational backgrounds. In recent years, we have welcomed top talent from respected institutions such as Northeastern University, Wentworth Institute of Technology, the University of New Hampshire, and MIT. On our team, we have experienced professionals from various industries and trade certifications. We have a strong focus on professional development.
At our core, Chinburg remains a family-founded business, and we continue to embrace new employees as part of our extended family. We value individuals who bring warmth and confidence, along with grit and determination, to our team.
Position Summary: The Construction Administrative Assistant provides critical administrative and document management support to the construction project management team. This role ensures the accuracy, organization, and timely processing of contracts, invoices, and project documentation across multiple active job sites. The coordinator maintains compliance with company protocols, supports pre-construction and closeout activities, and collaborates closely with Project Managers and the Purchasing Coordinator to keep projects running efficiently.
Essential Responsibilities:
Administrative
Review and provide initial approval of subcontractor and material invoices for accuracy and completeness.
Verify compliance of all documents and invoices with contract terms across a large and diverse project portfolio.
Prepare, issue, and route subcontracts and purchase orders for signature via DocuSign; ensure proper filing and document control in RedTeam (cloud-based project management software).
Maintain document control by adhering to Chinburg Builders, Inc. (CBI) protocols:
Receive, rename, log, and distribute construction documents including drawings, sketches, architectural bulletins, contracts, change orders, and submittals.
Utilize PDF editing tools to organize and sort plan sets as required.
Support pre-construction site setup by coordinating temporary utilities, internet, Conex storage containers, and/or site trailers.
Assist Project Managers with monthly client billing by collecting subcontractor invoices and lien waivers.
Distribute digital and paper plan sets to field Superintendents.
Assist with distribution and tracking of new vendor packets and maintain up-to-date subcontractor contact information in RedTeam.
Develop and maintain templates, spreadsheets, letters, and notices; ensure documents remain current and properly formatted.
Maintain organized digital folders containing job-specific documentation.
Prepare and compile closeout documentation in accordance with company standards.
Archive all project documents following Chinburgs document retention and archiving procedures.
Collaborate with project teams and department managers to achieve shared objectives and ensure operational efficiency.
Coordinate daily administrative tasks and responsibilities with the Purchasing Coordinator and Project Managers.
Pre-Construction Support
Download, consolidate, and input actual cost data from RedTeam into existing Excel workbooks.
Gather, organize, and classify change order actual cost data for accurate reporting and analysis.
Maintain CBIs Excel-based Commercial Subcontractor Database, ensuring information is accurate and current.
Perform additional duties as assigned to support departmental and company goals.
Knowledge, Skills and Abilities:
Strong attention to detail, organizational excellence, and effective communication.
Proficiency in Microsoft Office Suite and Outlook, with advanced Excel skills.
Familiarity with construction terminology and CSI Divisions.
Exceptional organizational skills and ability to manage multiple priorities in a fast-paced environment.
Excellent verbal and written communication skills.
Consistent follow-through and reliability in completing assignments.
Self-motivated, proactive, and collaborative team player.
Ability to read and interpret architectural plans preferred.
Education and Experience:
Associates degree in Business/Contract Administration, Construction Management, or a related field preferred; equivalent professional experience will be considered.
3+ years of administrative experience in construction, development, or a related industry.
Experience with contract administration, invoicing, and document control in a project-based environment.
Proficiency with Microsoft Office Suite (especially Excel) and construction/project management software such as RedTeam or similar platforms.
Familiarity with construction terminology, processes, and CSI Divisions strongly preferred.
Essential Physical Demands:
NA (Not Applicable)
Seldom (1-10% of the time)
Occasional (10-30% of the time)
Frequent (30-70% of the time)
Constant (over 70% of the time)
Sitting - Frequent
Climbing ladders - Seldom
Standing - Frequent
Working at heights/balancing -Seldom
Walking - Frequent
Bending/twisting at waist - Occasional
Driving/Forklift - Seldom
Kneeling/Squatting/Crouching -Occasional
Lifting <25# - Seldom
Crawling -Seldom
Lifting 25-50# -Seldom
Reaching above shoulder -Occasional
Lifting >50# -Seldom
Repetitive hand/arm movement -Occasional
Carrying <25# -Seldom
Handling/Grasping -Seldom
Carrying 25-50# -Seldom
Fine finger manipulation -Seldom
Carrying >50# -Seldom
Seeing -Constant
Pushing/Pulling -Seldom
Hearing -Constant
Climbing stairs -Occasional
Talking -Constant
The above statements are intended to describe the general nature and level of work performed. This job description does not represent an exhaustive list of all responsibilities, duties, and skills assigned to this position. This position description is not intended as and does not create a contract of employment between the company and any individual employee. The company reserves the right to change this position description at any time within its sole discretion.
Equal Opportunities:
Chinburg is an Equal Employment Opportunity Employer that is committed to diversity, equity, and inclusion. We take unbiased action to offer employment and advancement opportunities to all applicants, without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or ability status. Our methods for hiring include ensuring that all available opportunities are fairly promoted via online globally available channels in a manner accessible to all potential applicants.