09/20/2021
Overview
Provide administrative support to facilitate smooth operations for the Construction team. This position will interact with a diverse group of internal clients at all levels of the organization. Sound judgment is required in order to plan, prioritize, and organize a diversified workload to ensure the delivery of high-value support and related services. The ideal candidate for the Administrative Assistant role will have strong administrative skills with a strong work ethic, superior multi-tasking abilities, ‘can-do’ attitude and great organizational skills.
The entry level Project Administrator / Office Assitant serves as the main administrative support role, working directly with other members of the bid team and project management team. He/she is the point of contact for all bids in progress, schedule administrative tasks for the PM team and are tasked with following established procedures to keep the department organized and ahead of schedule.
Flexibility, follow thru, self initiative is crucial, as bid and project tasks deadlines as well as other project requirements are often subject to change.
Responsibilities
• Schedule and organize activities, such as meetings, conference calls, travel and related logistics
• Prioritize, organize, prepare and distribute internal/external documents, including memoranda, letters, reports, presentations, etc., and ensures accuracy thereof
• Ensure accurate maintenance of digital and paper documents and databases for efficient retrieval and disposition
• Field and prioritize incoming calls and correspondence
• Assist with special projects as directed
• Maintain discretion in the handling of confidential information
• Carry out routine tasks with little supervision
• Act as liaison with other departments as necessary
• Maintains a Professional Demeanor
• Intermediate to Advanced Computer skills including databases, Microsoft Word, Excel + Quickbooks.
• Must have construction experience.
• Provide office support such as filing, copying, scanning and emailing documents.
• Answer phones and take accurate messages.
• Review + Process Payroll
• Request insurance certificates for new Projects.
• Maintain updated insurance certificates for ongoing Projects.
• Keep track of vendor invoices by putting in the correct job folder.
• Match vendor invoices to statements in preparation for payment.
• Daily requests for change order approvals from contractors and follow-up.
• Match purchase orders to contracts and/or change orders.
• Issue Request for Proposals (RFP’s)
• Issue Request for Quotes (RFQ’s)
• Assist with tasks as requested.
• Assists Project Manager +Estimator during the bid process with subcontractors ensuring sufficient coverage by making phone calls and organizing bid paperwork.
• Organize paperwork for subcontract contract and update information about change orders to the computer system;
• Prepares job start-up form and matches the costs proposed on the final approved bid;
• Maintains/reviews project logs (submittals, change orders and RFI's);
• Act as liaison between supervisor and others (i.e. departments, external contacts, subcontractors, Responsibilities
• Provide administrative support for senior staff
• Types, edits and proofreads correspondence, specs, reports, memos and proposals
• Screens calls for senior practice leaders
• Compile expense reports, check requests, etc.
• Maintain office files and records, including licensing, renewals, and schedules
• Input and update opportunity and project information
• Assist and back-up receptionist as needed
• Assist Manager of Administrative Services, as needed
• Assist in planning special events, as needed
• Special projects, as needed
• Processes & distributes RFIs, submittals to client/ sub-contractors in a timely manner under PM's supervision;
• Enter all invoices in Quickbooks
• Leads general office organization, supplies & maintenance (ordering, stocking, etc.)
• Maintains office calendar for special dates, events, staff travel, PTO, etc.
• Assist project managers with preparing punch list, issuing and follow up.
• Assist project manager with budgets, update excel spreadsheets, transmittals and various documentation.
• Gathers and compiles information and produces reports (proposal tracking, project status, staffing financial, etc.)
• Coordinate the contract process with Finance, Project Managers, Clients, Sub-Consultants and Team contracts, protocols and processes.
• Maintains contact lists and CRM input, updates and tracking for key leadership team
• Assists Rep Liaison role with scheduling of vendor presentations, contact updates
• Answers and routes incoming calls. Greets office visitors
• Handles incoming and outgoing mail and deliveries
• Answers routine correspondence
• Establishes and maintains files
• Assists with office maintenance, programs and special projects as directed
• Assist with timesheet collection
