The Administrative Assistant is responsible for handling project documentation and correspondence in support of one or more managers.
Read and analyze incoming memos, letters, and reports to determine their significance and distribute them appropriately.
Create and maintain project information in the project management system; create subcontracts, purchase orders, change orders and their respective attachments as well as generating transmittals per Project Manager’s request for plans and specifications and pay requests.
Correspond on routine inquiries with contractors and vendors at the beginning and throughout the duration of a project, fax or email correspondence to the field or other locations as needed.
Coordinate invoice routing and monitor payments to subcontractors and vendors. Enter and maintain client and prospect data in an automated system.
Answer and direct phone calls or take messages for appropriate parties. Verify insurance certificates and follow up to ensure proper coverage is in place.
Prepare agendas for meetings and make arrangements.
Preparing plans and specifications for pickup/shipment. Perform general administrative duties such as but not limited to; filing, photocopying, taking and distributing meeting minutes, managing schedules, coordinating travel arrangements, scheduling appointments with internal and external parties, ordering supplies, sorting and distributing correspondence and maintaining database records.
Minimal Experience and Skills
High School Diploma, GED or equivalent. 3-5 years of experience providing administrative support in the construction industry.
Bilingual a plus.
Knowledge of administrative and clerical procedures and systems such as word processing, e-mail, spreadsheets, and managing files and records and other office procedures at a proficient level.
Proficient in MS Office, Google Suite General basic knowledge of and ability to learn project management software such as Construction Online, active takeoff, and other related programs and systems.