Admin. Support

Gallaher Co. is a leading construction company with its HotShot Restoration division specializing in emergency services for water, fire, mold, and other disaster situations. But we're not just another restoration company - we're a one-stop service solution for the multifamily industry serving families both inside and outside our organization. 

We are seeking a highly organized and proactive Administrative Support professional to assist our Field Superintendent with day-to-day administrative responsibilities. This role exists to ensure the Field Superintendent can remain focused on overseeing job sites, conducting job walks, and managing field operations while administrative coordination is handled efficiently. This position will primarily support the Field Superintendent and provide limited administrative support to the Project Manager.

The ideal candidate is detail-oriented, highly organized, and comfortable managing multiple tasks that support project flow, communication, and scheduling.

Key Responsibilities

• Provide administrative support to the Field Superintendent while they are managing projects in the field
• Prepare and send project-related communications and emails
• Assist in creating and organizing project estimates and documentation
• Help coordinate project schedules and track project progress
• Support communication between field staff, office staff, vendors, and subcontractors
• Assist with ensuring projects stay on schedule and within budget by maintaining organized documentation and tracking updates
• Help manage project files, job documentation, and reporting
• Provide limited administrative support to the Project Manager as needed
• Assist with general departmental coordination to keep projects moving smoothly from start to finish

Qualifications

• Minimum 2 years of office administrative experience
• Experience supporting projects, schedules, budgets, or administrative coordination
• Strong organizational and time-management skills
• Excellent written and verbal communication
• Must be bilingual (English/Spanish required)
• Ability to manage multiple priorities and stay detail-oriented in a fast-paced environment
• Comfortable coordinating with both field teams and office staff
• Proficiency in standard office software (email, spreadsheets, project tracking tools)

Preferred Qualifications

• Experience in construction or restoration environments
• Familiarity with water, fire, and mold remediation processes (not required but a strong plus)