Administrative Assistant

Gray

Administrative Assistant supporting construction project documentation and coordination at Gray AES. Gray provides engineering, design, construction, automation, and real estate services globally.

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 filing systems and tracking contract statuses while ensuring timely completion of tasks.

Highest-signal resume keywords

Administrative SupportConstruction Document ManagementCommunication SkillsTime ManagementVendor Relations

ATS Keywords

Tailor your resume

Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills

Document FilingPurchase Order RequisitionSubcontract ManagementOperations and Maintenance Manuals CompilationContract Tracking

Soft Skills

Collaborative Team-Oriented ApproachSelf-MotivatedEnergetic

Tools & Technologies

SharePointWord Processing SoftwareSpreadsheetsEmail

Industry Keywords

ConstructionEngineeringProject CoordinationBid Package ManagementMeeting Minutes

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 subcontracts, contract-related documents, and correspondence for project files
Coordinate submittal and shop drawing processes with the project team
Organize and maintain electronic and paper filing systems, including construction drawings
Coordinate proposal and bid package information and document release
Track contract status, vendor relations, worker verification logs, and meeting minutes
Write purchase order requisitions for manager approval and processing
Coordinate archiving of project files
Compile Operations and Maintenance Manuals at project closeout for customer delivery
Assist with subcontract change orders and invoice payments
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 be able to meet time-sensitive deadlines accurately
Must occasionally lift and/or move up to 50 pounds
This role is not eligible for visa sponsorship

Benefits

Comp & perks

Equal Opportunity Employer
Reasonable accommodations for individuals with disabilities
Professional development environment
Team environment and collaboration
Overtime may be required