Preconstruction Administrative Assistant

Responsibilities

• Provide day to day administrative support for preconstruction department, including creating and sending correspondence, meeting invites, taking meeting minutes, coordinating catering and conference space, ordering department supplies and business cards, etc.
• Maintain scheduling and tidiness of bid rooms, department copy room, plan room and reference library
• Prepare expense reports and book travel using Concur Travel and Expense for preconstruction team
• Coordinate and respond to appointment and meeting schedule requests using outlook calendar
• Enter time in JD Edwards system for billing
• Manage job setup in Procore
• Assist new hires, transfers, and co-op/intern students on their first day ensuring they have the proper supplies and equipment and information regarding the department
• Assist RPD/DM in completing department transfers in Success Factors.
• Create and distribute preconstruction agreements for signature
• Assist in getting Egnyte folders uploaded
• Create project notebook/bid box at start of project
• Maintain Building Connected master database
• Use Building Connected to setup new project with all contract verbiage and safety document requirements; invite subs; and update documents, CSI codes, addendums, monitor sub/supplier review of documents
• Track subcontractor/supplier pre-qualifications until they are completed and returned
• Track diverse subs / pre-qualifications
• Code miscellaneous invoices to appropriate codes and send to accounting for payment
• Confirm preconstruction charges (time entry, IT equipment, etc.), and correct as needed
• Create and prepare proposal covers, table of contents and electronic tabs
• Coordinate Trade Introductions
• Manage office seating assignments
• Manage office tech supplies

• Bachelor’s degree preferred
• Minimum of one year of work experience in an office environment
• Strong verbal and written communication skills
• Working proficiency in Microsoft Office Suite, including Microsoft Word, Excel and Power Point
• Working proficiency in Bluebeam strongly preferred
• Aptitude to learn new computer applications and software
• Excellent customer service skills
• Positive attitude
• Proven self-starter
• Detailed oriented with the ability to recognize discrepancies
• Ability to work in a team environment as well as independently
• Must thrive in a fast-paced work environment
• Ability to successfully prioritize multiple tasks with competing deadlines
• Ability to maintain a high level of confidentiality
• Maintenance of notary certification in applicable county

The above description covers the principal duties and responsibilities of the job. The description shall not, however, be construed as a complete listing of all miscellaneous, incidental, or similar duties which may be required from day-to-day. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.