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.

• Consult with VP, 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.

• 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.

• High School diploma or equivalent.
• One to two years’ office environment and clerical experience, preferably in a construction office.

• 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.