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:
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Consult with Vice President, Project Managers, Project Superintendents and Project Coordinators on duties assigned.
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Liaison between corporate office and job site/field office(s)
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Prepare credit applications/establish new accounts (RAC/SCH)
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Request and obtain vendor numbers from corporate accounting office on new subcontractors, suppliers and vendors as needed
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Ensure subcontractor & supplier pay requests are submitted & processed by the required date
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Process invoices, credit cards as directed.
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Prepare and obtain necessary lien releases for subcontractors and suppliers
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Run errands as may be necessary (architect’s office, bank for petty cash deposits)
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Sort and distribute mail daily.
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Assist with office operations based on policies and procedures.
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Utilize Timberline/Timberscan to input and track payables.
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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.
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Coordinate travel plans as needed.
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Receive, prioritize and direct telephone inquiries, coordinate and distribute operational communications for subcontractors and vendors.
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Issue 72-hour Notices and other subcontractor correspondence as directed by Project Manager, Project Superintendent or Assistant Project Superintendent
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Maintain Serial Number logs
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Request and maintain Certificate(s) of insurance with required limits on all subcontractors
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Obtain W-9 Taxpayer Identification on all subcontractors, suppliers and vendors
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Contract Status report
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Notice to Owner report
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Daily logs
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Permit number list
- Plan deposit list
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MSDS from subcontractors & suppliers
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Punch management acceptance
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Sworn Statement of Account
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Vendor List
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Warranty List
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Construction completion tasks to prepare for management turnover
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Other miscellaneous duties as requested
Essential Knowledge, Skills and Abilities:
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Strong knowledge of Microsoft Office programs, particularly Word and Excel.
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Good organizational and prioritization skills.
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Good verbal and written communication skills.
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Effective as a team-oriented problem-solver.
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Pursue job duties with a strong sense of urgency and little supervision.
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Valid driver’s license with ability to operate a motor vehicle.
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Work under multiple time constraints.
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Operate office equipment – computer, adding machine, copier, and scanner.
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Ability to read, write, compute basic math.
Education and Experience:
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High School diploma or equivalent
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One to two years’ office environment and clerical experience, preferably in a construction office
Physical Demands:
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Work in an office environment with a computer for a minimum of seven hours daily either standing or sitting
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Must be able to perform physical activities such as, but not limited to, sitting, standing, bending, twisting, climbing stairs, or walking
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Must be able to write proficiently in a manner that all who read the printed material will understand
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Must be able to effectively communicate in e-mail, by phone, or in person during the course of the workday
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Operate a motor vehicle for company business
