Construction Administrative Assistant

29 Days Old

JOB SUMMARY:

Haidilao Hot Pot is seeking a detail-oriented and proactive Construction Administrative Assistant to support our U.S. construction and development projects. This role will assist with day-to-day administrative operations, contract processing, permitting, and document coordination. The ideal candidate should be familiar with construction project processes and basic contract/legal concepts, and thrive in a fast-paced, cross-functional environment.

DUTIES/RESPONSIBILITIES:
•Support the construction team in handling administrative tasks such as scheduling meetings, preparing reports, processing invoices, and maintaining project documentation.
•Coordinate contract drafts, reviews, and signature workflows with vendors, consultants, and internal legal team.
•Track permitting and inspection processes across multiple jurisdictions; assist with submission of applications and follow-up communication with city or state agencies.
•Maintain organized filing systems for construction documents, permits, contracts, and legal correspondences (physical and digital).
•Assist in tracking project timelines, change orders, and compliance-related deadlines.
•Coordinate communication between internal departments (legal, finance, operations) and external vendors, contractors, and landlords.
•Prepare summaries and status updates for internal reporting.
•Translate or review bilingual documents (English/Chinese) when necessary.
•Perform other related duties as assigned.

REQUIRED SKILLS/ABILITIES:
•1-3 years of administrative experience in construction, real estate development, or legal support preferred.
•Familiarity with construction project documents, contracts, and permitting processes is a strong plus.
•Strong organizational and multitasking skills; attention to detail is essential.
•Excellent command of English with strong communication, negotiation, and contract drafting skills.
•Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
EDUCATION/ QUALIFICATIONS:
•Bachelor's degree in business administration, Construction Management, Paralegal Studies, or related fields.
•Must be willing to travel to different restaurant locations across the U.S.
•Proficiency in both written and spoken English and Chinese.

Flexible work from home options available.
Apply
Location:
Arcadia

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