Administrative Assistant
1507 Frush Valley Road Reading, PA 19605 US
Job Description
Top Stack is working with a client in the Reading, PA location that is seeking an administrative assistant to join their team on a contract to hire basis. The Administrative Assistant provides essential clerical and administrative support to the construction office and project teams, helping ensure smooth operations, accurate documentation, timely communication, and strong organization across projects.
Key Responsibilities
Office & Administrative Support
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Answer phones, greet visitors, and direct inquiries professionally.
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Manage incoming/outgoing mail, scanning, copying, filing, and general office duties.
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Maintain office supply inventory and place orders as needed.
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Schedule appointments, meetings, and coordinate calendars for project teams and managers.
Document Control & Project Support
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Organize and maintain accurate electronic and paper filing systems for project records (contracts, permits, submittals, RFIs).
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Assist with preparing, editing, and distributing correspondence, reports, and project documents.
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Track and support documentation needs (insurance certificates, subcontractor paperwork, compliance files).
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Manage data entry and documentation in project management and office software (e.g., Procore, Microsoft Office).
Communication & Coordination
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Coordinate communication between field personnel, office staff, subcontractors, clients, and vendors.
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Assist with meeting logistics and preparation of agendas, minutes, and materials.
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Support project teams with scheduling, follow-ups, and tracking deliverables.
Other Duties
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Assist with special projects, office initiatives, and continuous process improvement.
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Perform other administrative duties as assigned by management.
Qualifications
Education & Experience
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High school diploma or equivalent required; additional coursework or degree in business or related field preferred.
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Previous administrative experience; construction industry experience is a plus.
Skills
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Strong organizational skills with excellent attention to detail.
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Proficient with Microsoft Office (Word, Excel, Outlook).
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Ability to prioritize multiple tasks and meet deadlines.
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Effective written and verbal communication skills.
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Professional demeanor and ability to work both independently and as part of a team.
Preferred
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Familiarity with construction project management software (e.g., Procore, Bluebeam).
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Basic understanding of construction terminology and processes.
Meet Your Recruiter
Tracy Gold
Division Vice President (Baltimore)
Tracy is Top Stack’s Vice President, overseeing the operations of our Baltimore office.
Tracy started her career in sales and business development for a global test delivery firm. She then transitioned to find her passion in the staffing industry with a large national firm where she held positions in sales and business development on the finance and accounting division. Now with a combined background in both tech and staffing, a previous boss and mentor encouraged Tracy to continue her career in the IT recruiting space.
Tracy now calls Top Stack home, where she plays an integral role in driving the success of the IT Division. Tracy enjoys meeting new people and fostering meaningful relationships with clients and candidates and loves to see how the work she does has an impact on them both personally and professionally. She also relishes in the fact that no two days are ever the same in her field. With constant innovations in technology, she is learning each and every day about the latest trends. Tracy thoroughly enjoys learning about her customers’ special projects and strategic initiatives, and about where companies are focusing—which typically involves investments in their technology platforms.
Tracy has been recognized as a top performer throughout her career. She has earned the ranks of Performance Incentive Plan Winner twice—specifically falling into the 1% of the firm’s top producers in 2017, as well as Mentor of the Quarter. Tracy holds a Bachelor of Arts in Psychology from Loyola University.
Tracy is originally from Long Island, NY (Go Giants!) but now resides in Maryland with her husband and daughter. She is an avid fan of the Peloton—especially Cody’s classes, enjoys a glass of wine while relaxing with her family and friends, likes spending time honing her chalk art skills, and loves playing with Bailey Rose, the cutest Zuchon in existence. Tracy has big plans to travel across the US in an RV one day.