Construction Administrator / Executive Assistant

CONSTRUCTION ADMINISTRATOR / EXECUTIVE ASSISTANT REFRAME SYSTEMS

Location: New England (Hybrid) can be fully remote

Employment Type: Part-Time (~20 hrs/week)

Department: Field Operations

ABOUT REFRAME SYSTEMS

Reframe Systems is reinventing how the world builds. We combine modular construction, advanced manufacturing, and technology to deliver carbon-neutral homes faster and more sustainably. We operate lean, move fast, and are looking for people who bring genuine ownership to their work.

POSITION SUMMARY

We are looking for a sharp, organized professional to support both field operations and executive leadership in a combined part-time role. This position sits at the intersection of construction administration and executive support, ideal for someone who can manage vendor logistics and site coordination in the morning and handle calendar and communications in the afternoon. You will work closely with the Director of Field Operations and serve as a key coordination point across vendors, site teams, and leadership.

KEY RESPONSIBILITIES

CONSTRUCTION ADMINISTRATION

• Coordinate with vendors, contractors, and site teams on scheduling, access, and logistics

• Track and manage open construction tasks and work items in Jira

• Source, book, and follow up with service vendors (cleaning, inspections, deliveries)

• Monitor site progress and flag blockers or scheduling conflicts proactively

• Assist with permit tracking, punch lists, and closeout documentation

• Conduct or coordinate periodic site visits at Maine-based locations

EXECUTIVE SUPPORT

• Manage calendar, scheduling, and meeting coordination for the Director of Field Operations

• Draft and send routine correspondence and follow-ups on behalf of leadership

• Organize and maintain project documentation, records, and vendor contacts

• Prepare summaries, status updates, and briefing materials

• Handle expense tracking and corporate card reconciliation

QUALIFICATIONS

REQUIRED

• Experience in construction administration, project coordination, or a related field

• Strong organizational skills with high attention to detail

• Comfortable working independently and managing competing priorities

• Proficient with project management tools (Jira or similar) and Google Workspace

• Clear, professional written and verbal communication

PREFERRED

• Familiarity with construction drawings, specs, or official documentation

• Background in executive or administrative support

• Experience with expense platforms (Ramp or similar)

• Comfort working in a fast-moving startup environment

PERSONAL ATTRIBUTES

• Detail-oriented and proactive, you close the loop without being asked

• Comfortable with ambiguity and shifting priorities

• Collaborative, with strong judgment about when to escalate

• Takes ownership and pride in keeping things organized and moving

WHY JOIN REFRAME SYSTEMS?

• Work directly with leadership on a mission-driven team building something genuinely new in housing

• Flexible, part-time schedule with meaningful visibility into the business

• Hybrid role, primarily remote with on-site presence

• Opportunity to grow with the company as we scale