Pre-Construction Administrative Assistant

Description

Are you highly organized, detail-driven, and energized by supporting fast-moving construction teams? HILLS Properties is seeking a Pre-Construction Administrative Assistant to play a key role in our land and construction operations.

This full-time position supports purchasing, contracts, estimating, and permitting activities while keeping documentation accurate and organized. If you thrive on juggling multiple priorities, enjoy working cross-functionally, and bring strong communication and technical skills to the table, this is a great opportunity to grow within a collaborative, development-focused environment.

This position is based out of our corporate office in Blue Ash, Ohio.

• Assist the contracts, purchasing, and estimating teams within the pre-construction group with administrative support as needed.
• Provide cross-functional support and help during high-volume periods, vacations, or leaves when required.
• Help with document control and organization for all contracts, RFIs, submittals, and related documents, supporting standardized file structure and storage.
• Support the preparation, issuance, and tracking of change orders and variance purchase orders.
• Help upload contracts, change orders, and other documents to Docu Sign and Procore for execution, and assist with managing the signature process.
• Assist in assembling bid packages (site, engineering, construction labor) and maintaining bid lists, as well as tracking past due bids.
• Support the purchasing team by coordinating vendor documentation, helping track required contract documents (insurance, worker’s comp, etc.), and ensuring paperwork is complete.
• Assist the estimating team with bid comparison spreadsheets, assembling bid documentation, and providing support for the bid process in Procore.
• Help enter contract amounts into Procore and assist with adjusting budget estimates as needed.
• Coordinate meetings with Architects, Engineers, and other Contractors for Land and Pre-construction teams as needed
• Use analytical skills to help in demographic analysis, competition analysis, and market studies for land development area decisions
• Assist with obtaining permits for projects including approvals by various municipalities
• Support the preparation of building permits, sewer applications, and Notices of Commencement, including logging permit numbers and maintaining tracking sheets.
• Help coordinate construction payables in Procore and Yardi.
• Act as a liaison to support internal teams, vendors, and subcontractors for smooth project administration.

At HILLS we’re committed to attracting, advancing and empowering the next generation of leaders in our industry. We offer a competitive salary and comprehensive benefits package, including:

• Exceptional and Affordable Medical, Dental, and Vision insurance options
• Company Paid Holidays and Paid Time-Off
• 401(k) with a Generous Company Match (100% Match on the First 5% of Salary Deferred) which is automatically 100% vested
• Paid Parental Leave (After 12 Months of Service)
• Company Paid Life Insurance and Short-Term Disability
• Apartment Discount at our Luxury Community
• Career Designation Opportunities
• Exclusive Discounts Through HILLS Vitality Partners
• Wellness Initiative Program – HILLS HERO:
  Helping Empower Real Opportunities
• Bonus Opportunity
• Monthly Bring Your Own Device Allowance

EOE/DFW/EHO

• College graduate preferred: 2-3 years working knowledge of construction processes
• Strong Organizational and detail-oriented skills; ability to handle multiple priorities.
• Proficiency in Microsoft Word, Excel, Outlook and Yardi; working knowledge of Procore and Docu Sign preferred.
• Excellent oral and written communication skills.
• Ability to calculate figures and amounts such as discounts, interest, proportions, and percentages.
• Able to proofread and make corrections to written correspondence.
• Adaptable, dependable and able to prioritize daily tasks.
• Valid driver’s license and insurability with company insurance carrier.