Construction Administrative Assistant

Fidelity Mechanical Services, the premier provider of HVAC/Mechanical design, installation, and service in the Mid-Atlantic region, is looking to grow our team in the Hunt Valley, MD area!

For over 80 years, our mission has always been to deliver Proactive, World-Class Service, which is why we are looking for a qualified Construction Administrative Assistant to join our expanding operation to help serve our customers around the Baltimore, MD area!

What You’ll Do:

You’ll play a vital role in keeping our construction operations running smoothly, supporting project coordination, field teams, and internal departments.

Administrative Support:

• Provide daily administrative support to the Operations Manager, Project Managers, Sales Team, and Clients.
• Execute general office tasks including filing, data entry, and managing office supply inventory.
• Coordinate calendar appointments, meetings, and training schedules.
• Assist with onboarding new hires and maintain employee records.
• Enter field and office payroll data into the ERP system; assist payroll with reporting.
• Provide general support to the accounting team.
• Support front desk reception and guest coordination as needed.

Project & Construction Support:

• Review contracts for insurance, billing, and lien documentation requirements.
• Request and distribute certificates of insurance to Clients.
• Prepare AIA requisitions with Project Managers and submit to Clients.
• Manage lien waivers and releases to ensure timely project payments.
• Process project invoices across multiple platforms for Client submission.
• Handle uniform ordering and logistics for field staff.

What You Bring to the Team:

• High school diploma or equivalent required; college degree preferred.
• 2+ years of administrative support experience in commercial construction preferred.
• Demonstrates excellent execution and follow-through skills with a strong focus on task completion, time management, and both written and verbal communication.
• Possesses strong organizational abilities and a high level of attention to detail.
• Maintains a positive attitude with a genuine desire to support and interact with others on a daily basis.
• Builds and sustains effective working relationships with colleagues, cross-functional teams, and Clients.
• Self-motivated with the ability to take initiative, work independently, meet deadlines, and contribute as a reliable, professional team player.
• Proficient in Microsoft Office Suite (Excel, Outlook, PowerPoint).
• General accounting or ERP system experience a plus.
• Notary Public is a plus.

Why Work with Fidelity Mechanical Services?

At Fidelity Mechanical Services, we are dedicated to delivering high-performance mechanical solutions across the Mid-Atlantic region. We offer a dynamic, collaborative work environment with opportunities for professional development and growth. You’ll be part of a team that values integrity, accountability, and excellence—and you’ll help us deliver critical infrastructure that keeps buildings running at peak performance.

Base Pay:  $65,000 to $75,000/yr

• Commensurate with experience.  This range represents a general guideline; however, several factors are considered when determining base pay offers such as the scope and responsibilities of the position and the candidate's experience, education, skills, and current market conditions.