Administrative Assistant

Are you highly organized, detail-driven, and energized by supporting a fast-paced team? At Auld & White Constructors, our Business Development team plays a vital role in identifying opportunities, building relationships, and positioning our company for continued growth. As our Administrative Assistant supporting the Business Development Department, you'll provide essential administrative and operational support that keeps our opportunities, systems, and team running efficiently.

Why Join Auld & White Constructors?

• Competitive compensation and comprehensive benefits
• A close-knit, knowledgeable, and supportive team
• Opportunities to grow your skills and advance your career
• Exposure to a wide variety of projects and markets
• Consistently ranked one of Jacksonville's "Best Places to Work"

Position Summary

The Administrative Assistant – Business Development supports all Business Development activities and provides administrative support to the department. This role is responsible for maintaining key systems, organizing pursuit documentation, managing departmental budgets, and ensuring smooth coordination between internal teams and external partners.

Position Description

• Maintain the Cosential CRM, including researching and entering contacts, creating and tracking opportunities, and ensuring accurate data management
• Coordinate the receipt, distribution, and organization of RFP, RFQ, and ITB documents and related materials within the preconstruction filing system
• Manage the Business Development and Donations budgets, including inputting transactions, assigning costs to appropriate codes, performing reconciliations, and processing check authorization requests
• Maintain accurate and up-to-date contact lists for owners, architects, and consultants
• Manage key dates and deadlines within the Business Development calendar
• Coordinate guest speakers and visitors
• Maintain and update drawing logs in coordination with the Estimating Assistant, and provide support to the Estimating Department as needed
• Prepare and submit Public Records Requests
• Provide administrative support for preconstruction software programs, including Pantera and Viewpoint
• Assist the Business Development Department with additional administrative tasks to support daily operations

What You'll Bring

• Minimum of three years of administrative assistant experience
• High school diploma or equivalent required
• Strong organizational and time-management skills with exceptional attention to detail
• Proficiency in Microsoft Office Suite; CRM experience preferred
• Excellent written and verbal communication skills with the ability to handle confidential information with discretion
• Demonstrated initiative, professionalism, and the ability to build strong working relationships across teams

Preferred Qualifications

• Bachelor's degree in Business Administration, Marketing, Communications, or a related field preferred (or equivalent experience)
• Experience supporting business development, preconstruction, or construction-related teams
• Familiarity with CRM systems (Cosential experience a plus)
• Experience in the Architecture, Engineering, or Construction (AEC) industry is a plus