• PA
• Posted 11 months ago
• Applications have closed

Our busy construction company is seeking an organized construction administrative assistant to support our office with clerical and administrative tasks. You’ll help our office staff communicate with vendors and clients, obtain bids from subcontractors, and place change orders. The ideal candidate will have great computer, communication, and time management skills. Previous experience in the industry is helpful, but not required. If you are looking for a great opportunity in administrative support, we’d love to talk with you!

Construction Administrative Assistant Responsibilities:
• Provide administrative support to the office manager, project manager, general contractor, and other construction management staff
• Answer incoming phone calls and respond to emails in a professional way
• Act as a point of contact for vendors, subcontractors, and various construction services teams and solicit quotes from them for new jobs
• Prepare forms such as change orders, purchase orders, service agreements, and subcontracts
• Execute clerical and general office duties such as setting up filing systems, data entry, typing, copying, ordering office supplies, and other administrative tasks for special projects as requested
• Coordinate meeting logistics and deliverables such as handouts, and make travel arrangements for the project management team
• Provides administrative support and coordination for construction services, including:
• Reviews payment application contents
• Prepares reports, communications, meeting minutes,
• Utilizes construction management software and/or tracking systems to keep project information current and accessible to a variety of users
• Records management
• Preparing job correspondence, RFP’s, RFI’s, and job reports
• Preparing and managing construction subcontracts
• Managing subcontract COI’s and related supporting documents
• Reviewing subcontractor billings and coding all invoices
• Managing subcontractor RFI inquiries and preparing responses
• Preparing permits and applications
• Managing and updating job procedure binders
• General office and administrative support
• Travel to job locations, town offices, corporate office, and as needed
• Assisting with special projects

Construction Administrative Assistant Qualifications
• High school diploma is required – additional college such as an associate’s degree or bachelor’s degree is very valuable
• 3 years of experience of administrative experience is needed – previous administrative duties in a busy construction office is ideal
• Familiarity with the construction industry is desired, but not required
• Excellent time management, organization, and communication skills are needed
• Proficient in computer skills, especially MS Office (Word, Excel, and Powerpoint, Office 365 Applications)
• Professional and courteous demeanor with commitment to excellence in customer service
• Familiarity with constructions processes and communications
• Ability to use discretion and maintain confidentiality with proprietary and other information

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