Location: St. Petersburg, FL
Schedule: Part-Time, Monday – Friday
Compensation: Based on experience
Construction Administrative Assistant
We’re looking for a highly organized, tech-fluent Construction Administrative Assistant with construction industry experience to support the administrative, vendor compliance, and financial documentation side of our construction operations.
This is primarily an office-based administrative position, not a field coordination role. The right person will manage vendor documentation, insurance compliance, lien releases, invoices, contracts, and project records across multiple active construction projects.
Buildertrend is the operating system for our company. Our projects, purchase orders, invoices, documents, vendor information, and internal workflows are managed digitally, so this person must be highly comfortable with technology, learning software, and working within structured digital processes.
We are looking for someone who understands construction administration and can take ownership of these processes without needing to be taught the basics of how contractors, subcontractors, vendors, purchase orders, invoices, and project documentation work.
Responsibilities
- Manage subcontractor and vendor Certificates of Insurance, including general liability, workers’ compensation, expiration dates, renewals, and compliance requirements.
- Collect and maintain W-9s, licenses, signed agreements, insurance documentation, and vendor compliance records.
- Collect, track, verify, and organize lien releases and waivers associated with subcontractor and vendor payments.
- Receive, organize, code, and prepare vendor invoices for review and payment processing.
- Match invoices against purchase orders, contracts, change orders, and supporting documentation for AP.
- Coordinate invoice review with project managers and superintendents to obtain approvals and resolve discrepancies before invoices are submitted for payment.
- Maintain accurate purchase order, invoice, vendor, and project documentation within Buildertrend.
- Track outstanding invoices, missing lien releases, expired insurance policies, unsigned agreements, and incomplete vendor documentation for AR.
- Follow up directly with subcontractors and vendors until outstanding administrative items are resolved.
- Maintain highly organized cloud based digital project files so contracts, proposals, permits, change orders, invoices, and supporting documentation can be quickly located.
- Assist with purchase orders, change orders, contracts, proposals, and other construction documentation.
- Support company leadership and accounting with project-related administrative needs and reporting.
- Track deadlines and proactively identify missing information or documentation before it becomes a problem.
- Help maintain consistency and accountability across our established administrative workflows and systems.
Required Qualifications
- 3–5 years of construction administrative experience, preferably with a general contractor, homebuilder, developer, or construction management company.
- Working knowledge of construction invoicing, purchase orders, subcontractor/vendor documentation, Certificates of Insurance, W-9s, contracts, and lien releases.
- Highly tech-fluent and comfortable working in a digital-first construction environment.
- Experience in Quickbooks cloud.
- Ability to quickly learn and confidently navigate construction management and accounting software.
- Strong understanding of digital file management, spreadsheets, cloud-based documents, email, and collaborative workflows.
- Exceptional organization and attention to detail.
- Strong follow-through and the ability to independently manage outstanding items through completion.
- Ability to manage a high volume of vendors, invoices, documents, and deadlines across multiple active construction projects.
- Professional written and verbal communication skills.
- Ability to handle confidential financial and company information with discretion.
Preferred Experience
- Direct experience with Buildertrend is strongly preferred.
- Experience supporting accounts payable or construction accounting.
- Experience with vendor compliance and insurance tracking.
- Experience working for a residential general contractor or custom homebuilder.
- Spanish fluency is a major plus.
What We’re Looking For
We need someone who understands that good construction administration is about closing loops.
If an insurance certificate is expiring, a lien release is missing, an invoice doesn’t match the PO, required backup hasn’t been provided, or a vendor’s paperwork is incomplete, we need someone who identifies it, follows up, documents it in Buildertrend, and stays on it until it is resolved.
This position will become an important administrative checkpoint within our company. The goal is to take administrative workload off our project and management teams while improving the accuracy, organization, and accountability of the information flowing through our projects.
To Apply
Please send your résumé and a brief introduction to Shell Basix at Admin@ShellBasix.com
About Shell Basix
Shell Basix is a design-build firm based in St. Petersburg, Florida, specializing in custom homes and residential developments throughout Tampa, St. Petersburg, and Sarasota. Bringing more than three decades of construction and development experience, our team combines thoughtful planning, quality craftsmanship, and hands-on project management to deliver well-built spaces from concept to completion.
Work Location: In person
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