Administrative Assistant

Job Description

Join Our Team!

Railroad Construction Company, Inc. is seeking a motivated, highly organized Administrative Assistant to support our Langhorne, PA regional office. This role will provide administrative support to project management, estimating, and office leadership teams in a fast-paced construction environment. Responsibilities include, but are not limited to:

Administrative & Office Support

• Provide administrative and clerical support to project management, estimating, and office leadership.
• Manage calendars, schedules, meetings, and related coordination.
• Prepare correspondence, meeting minutes, reports, and presentations.
• Maintain electronic and physical files, distribute mail, and support general office operations.
• Answer phones and serve as a professional point of contact for internal and external stakeholders.

Project Administration

• Support construction document control, including submittals, RFIs, project logs, and tracking reports.
• Prepare and process purchase orders, material invoices, subcontractor invoices, and payment requisitions.
• Assist with vendor and subcontractor quotations and related project documentation.
• Support MWDBE good-faith effort documentation for project pursuits.
• Provide day-to-day administrative support to project teams.

Estimating Administration

• Prepare and distribute bid solicitations, bid packages, addenda, and related notices.
• Coordinate with estimators on scopes of work, drawings, specifications, and bid documentation.
• Maintain contractor and vendor databases and track bid responses and follow-up.
• Support required bid documentation and compliance, including NDAs and project-specific requirements.
• Provide general administrative support to the estimating team.