Administrative Assistant

Administrative Assistant

The Administrative Assistant supports the estimating and project management teams by organizing project information, maintaining detailed tracking tools, and ensuring accurate data entry across multiple systems. This role focuses on managing the detailing timeline for sold projects, coordinating documentation from estimate to project phases, and providing reliable administrative support to keep commercial construction projects running smoothly.

• Provide estimators with clear and timely approximate dates for when projects will be detailed and handed over to the project management team.
• Track sold projects and add them to the Detailing Timeline using Google Sheets, ensuring information remains current and accurate.
• Continuously monitor projects on the Detailing Timeline from initiation through completion, updating statuses as needed.
• Set up new projects and perform comprehensive data entry tasks to establish accurate project records.
• Review project information and BI bid details to confirm completeness and accuracy before transitioning to the project phase.
• Transfer relevant documents from the estimate side to the project side, organizing files into appropriate folders for easy access.
• Add bookmarks to plans and specifications using PDF-XChange (or similar PDF tools) to improve document manageability and navigation.
• Update Comsense with all pertinent job and shipping information, maintaining consistent and reliable project data.
• Review plans to identify and enter all TO/FROM locations into Comsense, ensuring accurate logistical and project details.
• Learn and execute bulk and unbulk processes for projects as needed, following established departmental procedures.
• Record meeting minutes when applicable, capturing key decisions, action items, and project updates.
• Update detailing department spreadsheets as directed by the department manager, maintaining organized and up-to-date records.
• Perform general administrative support duties related to project documentation, project setup, and project coordination.
• Assist with construction administration tasks by organizing commercial project documentation and supporting project managers and estimators.
• Collaborate with team members using strong oral communication and positive interpersonal skills to support smooth project workflows.

• Proficiency in Google Suite is preferred, including Google Sheets for project tracking and data entry.
• Experience with Excel, including sorting, equations, and formulas for organizing and analyzing project data.
• Functional and working knowledge of computers and common office software applications.
• Excellent oral communication skills and positive interpersonal skills to interact effectively with team members and stakeholders.
• Strong organizational and planning skills to manage multiple projects and deadlines.
• Self-motivated and proactive approach to work, with the ability to take initiative and follow through on tasks.
• High level of attention to detail to ensure accuracy in data entry, documentation, and project records.
• Administrative support experience, including data entry and document processing.
• Ability to manage project documentation, project setup, and project coordination tasks in a commercial project environment.

• Experience with PDF-XChange or similar PDF tools for adding bookmarks and organizing plans and specifications.
• Ability to read blueprints and understand specifications to support accurate project data entry.
• Experience in construction administration or commercial project assistance.
• Experience as a project data entry specialist, detailing coordinator, architectural assistant, or commercial project management support is beneficial.
• Familiarity with Microsoft Office for general administrative tasks and documentation.
• Experience working with project documentation and detailing processes in a commercial or architectural setting.

This is an onsite role in a professional office environment supporting commercial construction and project detailing activities. The position follows a Monday through Friday schedule, typically from 8:00 a.m. to 4:30 p.m., with some flexibility as needed. Work is primarily computer-based, using tools such as Google Suite, Excel, PDF software, and project management systems, with a focus on accuracy, organization, and collaboration with the estimating, detailing, and project management teams.

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