Construction Project Administrative Assistant

At-a-Glance:

• Contract
• Onsite

• Required Qualifications:
  • Experience supporting project related teams in the construction or building maintenance industry
  • Proficient computer skills with general Windows environment, Microsoft Office software, and email
  • Must have strong interpersonal skills to effectively communicate with both internal and external clients
• Preferred Qualifications:
  • Experience working with government contracting
  • Experience working with construction documentation; RFI's, RFP's, submittals, etc
  • Proficiency working with Microsoft Project
  • Advanced skills working with Microsoft Excel and Powerpoint
  • Ability to prioritize work activities based upon financial impact to desired business goals
• Preferred Education:
  • High School Diploma or equivalent required. Associates Degree (or higher) preferred.
  • Experience and/or basic project accounting or costing principals

• Support the projects business activities such as RFI's, RFP's, submittals, subcontract processing, managing project documentation, support of booking or cost tracking system entry, and customer invoicing
• Completes the delivery of project or sales related administrative tasks to ensure customer expectations and internal project financial commitments are met
• Supports new contracts and manages any changes to existing maintenance and service, retrofit or PSA contracts, Labor and Material tickets, and service order management tickets
• Assists with the subcontract process.
• Assists project management by generating the subcontracts online or using templates.
• Organizes subcontractor documentation such as waivers, certificates of insurance, wrap ups, and bonding information.
• Manages subcontractor invoices by releasing for payment or researching payment problems.
• Manages project documentation files.
• Gathers documents such as submittal documentation, customer communication, subcontracts documents, and proposals.
• Completes project closeout checklists including as-builts, final invoicing to the customer, warranty letters, project books and training documentation.
• Produces submittal packages for use by technicians, engineers or the customer.
• Gathers documents such as network flow diagrams, room schedules, project bill of materials, etc
• Assists with procurement of materials utilizing electronic purchasing/ordering tools to enter and track project materials
• Works with project management to ensure cost scheduling and re-estimates are entered into the tracking system.
• Enters project dates, schedules, and contract costs as directed
• Assists management in the coordination of safety programs.
• Verifies that monthly toolbox training and safety reporting are completed.
• Works with project management to ensure employees have the proper safety equipment
• Performs other duties as required to support the project team