Administrative Assistant

Gray

Administrative Assistant supporting construction project documentation, contracts, vendors, and closeout deliverables. Gray AES provides global engineering, architecture, automation, and construction services.

Posted 8/20/2026full-timeLexington • Kentucky • 🇺🇸 United StatesMid-LevelSeniorWebsite

Core Competencies

Role fit

Core Competencies

Use this summary to align your resume positioning with the role.

Demonstrates strong administrative support capabilities within the construction industry, including document management, communication, and coordination of project-related activities. Proficient in maintaining organized file systems and meeting time-sensitive deadlines while ensuring excellent customer service.

Highest-signal resume keywords

Administrative SupportConstruction Document ManagementExcellent Communication SkillsBasic Computer SkillsTeam-Oriented Approach

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Document CoordinationFile System OrganizationPurchase Order Requisition WritingSubcontract Change Order AssistanceOperations and Maintenance Manual Compilation

Soft Skills

EnergeticSelf-MotivatedCollaborative

Tools & Technologies

SharePointWord Processing SoftwareSpreadsheetsEmail

Industry Keywords

ConstructionEngineeringVendor RelationsContract ManagementProject Coordination

About the role

Key responsibilities & impact

Provide administrative support to the construction group
Read and route incoming mail and e-mail
Locate and attach appropriate files to correspondence for manager response
Follow up on outstanding documents, including subcontracts and contract-related documents and correspondence
Coordinate submittal and shop drawing processes with the project team
Organize and maintain electronic and paper file systems, including construction drawings
Coordinate proposal and bid package information and document release
Meet time-sensitive deadlines accurately while maintaining customer service
Track contract status, vendor relations, worker verification logs, and meeting minutes
Write purchase order requisitions for manager approval and processing
Coordinate project-file archiving
Compile Operations and Maintenance Manuals at project closeout
Assist with subcontract change orders and invoice payment coordination
Participate in the receptionist backup pool
Perform other related duties as assigned

Requirements

What you’ll need

Bachelor's degree or four (4) years of experience in administrative position(s), or equivalent combination of both
Experience in construction or engineering firm highly preferred
Basic computer skills, including word processing, spreadsheets, software, and e-mail
SharePoint experience is a plus
Excellent communication skills
Energetic, self-motivated, collaborative, team-oriented approach
Must meet physical requirements, including occasional lifting and/or moving up to 50 pounds
Visa sponsorship is not available

Benefits

Comp & perks

Equal Opportunity Employer
Reasonable accommodations for individuals with disabilities
Team environment
Professional development opportunities