Construction Administrative Assistant

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.