About this role
Job Description Summary: To provide administrative support to project management team (may be one or more people) for construction project, or other specified project or department.
Job Description: POSITION RESPONSIBILITIES AND DUTIES:
• Ability to perform all essential duties of Junior Administrative/Jr. Project Assistant • Answer phones - screen/handle routine items and direct calls as appropriate • Process incoming and outgoing mail including UPS and Federal Express, sort, prioritize, and distribute, handle items not requiring supervisor’s attention • Assist with travel arrangements, planning itineraries and scheduling meetings • Arrange catering and assist with event planning • Assist with administration of office/jobsite facilities, as assigned • Maintain inventory of office supplies and materials, and order or purchase as needed • Prepare, type and distribute correspondence, reports, and other administrative work, including job meeting minutes, for supervisor’s signature. • Maintain accurate, standardized filing system, including week-ending and month-ending job files, insurance and bonding logs, commitment logs and job files. • Prepare and process commitment documents (purchase orders, subcontracts, rental agreements, and change orders). Track signed, returned commitments/agreements • Order and distribute plans • Track subcontractor compliance such as safety submittals, certified payroll reporting, CCB licensing, etc. • Coordinate with corporate prequalification department on subcontractor information submissions and renewals; • Actively communicate directly with subcontractors to solicit required prequalification documents and information in a timely manner, assist with troubleshooting • Follow job close-out procedures including archiving project plans and files • Process new Client/Business Partner setup into cost management system • Complete other responsibilities as assigned
MINIMUM SKILLS OR EXPERIENCE REQUIREMENTS:
• High School Diploma or equivalent • Ability to keyboard 45 wpm accurately • Possess a valid driver’s license • Working knowledge of general office procedures and office machines • Proficient in English verbal communication skills, including professional telephone manner • Reliability, dependability, and flexibility • Currently possess or ability to obtain Notary Public for the state of facility location within 6 months from the employment start date