Administrative Assistant

Description

The Administrative Assistant is responsible for handling documentation and correspondence in support of one or more managers.

• Create and maintain project information in a project management system; create subcontracts, purchase orders, change orders and their respective attachments as well as generating transmittals per Project Manager’s request for plans and specifications and pay requests.
• Correspond on routine inquiries with subcontractors and vendors at the beginning and throughout the duration of a project, fax or email correspondence to the field or other locations as needed.
• Coordinate invoice routing and monitor payments to subcontractors and vendors.
• Enter and maintain client and prospect data in an automated system.
• Generate and edit contract‑based documents through contract negotiations to produce final AIA owner contract documents. Produce owner AIA change orders as required.
• Answer and direct phone calls or take messages for appropriate parties.
• Verify insurance certificates and follow up to insure proper coverage is in place.
• Greet and welcome persons entering the office, determine the nature and purpose of visit, and direct or escort them to specific destinations.
• Notarize, copy and distribute required documents.
• Prepare agendas for meetings and make arrangements, such as coordinating catering for luncheons, for committee, and other meetings.
• Prepare plans and specifications for pickup/shipment.
• Read and analyze incoming memos, submissions and reports to determine their significance and plan their distribution.
• Contact subcontractors and/or vendors to follow up on signed subcontracts, purchase orders and change orders.
• Perform general administrative duties such as, but not limited to, filing, photocopying, taking and distributing meeting minutes, managing schedules, coordinating travel arrangements, scheduling appointments with internal and external parties, providing backup to the switchboard, ordering supplies, sorting and distributing correspondence and maintaining database records.

• High School Diploma, GED or equivalent
• 1‑2 years of experience providing administrative support preferably in the A/E/C industry
• Knowledge of administrative and clerical procedures and systems such as word processing, e‑mail, spreadsheets, and managing files and records and other office procedures at a proficient level.
• Proficient in MS Office, Adobe/Bluebeam;
  Procore experience preferred
• General basic knowledge of or ability to learn accounting software and systems
• Valid Driver’s License required

Work is performed primarily in a standard office environment with extensive public contact and frequent interruptions.

Primary physical functions: stand or sit for prolonged periods; occasionally stoop, bend, kneel, crouch, reach, and twist; lift, carry, push, or pull light to moderate amounts of weight up to 50 lbs; operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; travel to other locations using various modes of private and commercial transportation.

Vision: normal visual range with or without correction. Hearing: normal audio range with or without correction.

EOE - Veterans/Disabilities

HPM does not accept unsolicited resumes from search firms or agencies. Any resume submitted to any employee of HPM without a prior written search agreement will be considered unsolicited and the property of HPM.