Construction Administrator / Executive Assistant

Job description

ABOUT US Reframe Systems is a Physical AI and robotics company on a mission to make high-performance housing attainable and abundant in the communities where people want to live. Through our vertically integrated delivery model and highly automated microfactories, we deliver climate-resilient homes and buildings with greater speed and predictability than traditional construction. Our volumetric modular buildings are produced in our Andover, MA microfactory, with a growing pipeline across North America and a new microfactory on the way. We are building a system that balances repeatability with site-responsive design, enabling homes adaptable to each site, community, and customer need. Our cross-disciplinary team brings together architecture, robotics, design engineering, software, factory operations, and field delivery to change how housing gets delivered. We’re reimagining the future of housing through a smarter and more sustainable system that empowers people to live better. Come build it with us. OVERVIEW 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. 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 - Experience in construction administration, project coordination, or a related field - Strong organizational skills with close 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 - 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 📍 Location Note: This position requires local proximity to our headquarters in the Billerica, MA area. NICE TO HAVES - 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 Reframe Systems is proud to be an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status, or any other characteristic protected by law. If you believe you have the skills to thrive in this role, we encourage you to apply—even if you don't meet 100% of the listed requirements. At this time, we are only considering candidates who are authorized to work in the U.S. without the need for current or future visa sponsorship.