Construction Admin Assistant - Rac

Position: CONSTRUCTION ADMIN ASSISTANT - RAC
Job Summary:

The Construction Administrative Assistant supports the corporate construction staff and performs general office duties. The position requires excellent communication skills with coworkers and job-site personnel.

Essential

Job Duties and Responsibilities:

* Consult with Vice President, Project Managers, Project Superintendents and Project Coordinators on duties assigned.

* Liaison between corporate office and job site/field office(s)

* Prepare credit applications/establish new accounts (RAC/SCH)

* Request and obtain vendor numbers from corporate accounting office on new subcontractors, suppliers and vendors as needed

* Ensure subcontractor & supplier pay requests are submitted & processed by the required date

* Process invoices, credit cards as directed.

* Prepare and obtain necessary lien releases for subcontractors and suppliers

* Run errands as may be necessary (architect's office, bank for petty cash deposits)

* Sort and distribute mail daily.

* Assist with office operations based on policies and procedures.

* Utilize Timberline/Timber scan to input and track payables.

* Communicate effectively both verbally and in writing with superiors, colleagues, subcontractors, vendors, and individuals inside and outside the Company.

* Distribute and/or file paperwork as directed.

* Coordinate travel plans as needed.

* Receive, prioritize and direct telephone inquiries, coordinate and distribute operational communications for subcontractors and vendors.

* Issue 72-hour Notices and other subcontractor correspondence as directed by Project Manager, Project Superintendent or Assistant Project Superintendent

* Maintain Serial Number logs

* Request and maintain Certificate(s) of insurance with required limits on all subcontractors

* Obtain W-9 Taxpayer Identification on all subcontractors, suppliers and vendors

* Contract Status report

* Notice to Owner report

* Daily logs

* Permit number list

* Plan deposit list

* MSDS from subcontractors & suppliers

* Punch management acceptance

* Sworn Statement of Account

* Vendor List

* Warranty List

* Construction completion tasks to prepare for management turnover

* Other miscellaneous duties as requested

Essential

Knowledge, Skills and Abilities:

* Strong knowledge of Microsoft Office programs, particularly Word and Excel.

* Good organizational and prioritization skills.

* Good verbal and written communication skills.

* Effective as a team-oriented problem-solver.

* Pursue job duties with a strong sense of urgency and little supervision.

* Valid driver's license with ability to operate a motor vehicle.

* Work under multiple time constraints.

* Operate office equipment - computer, adding machine, copier, and scanner.

* Ability to read, write, compute basic math.

Education and Experience:

* High School diploma or equivalent

* One to two years' office environment and clerical experience, preferably in a construction office

Physical Demands:

* Work in an office environment with a computer for a minimum of seven hours daily either standing or sitting

* Must be able to perform physical activities such as, but not limited to, sitting, standing, bending, twisting, climbing stairs, or walking

* Must be able to write proficiently in a manner that all who read the printed material will understand

* Must be able to effectively communicate in e-mail, by phone, or in person during the course of the workday

* Operate a motor vehicle for company business