Administrative Assistant

DAVIS Construction•Rockville, MD

4d•$22 - $29

About The Position

At DAVIS, we're redefining the way people experience construction by building success for all. The Administrative Assistant is responsible for providing administrative and organizational support for the Integrated Marketing + Development (IM+D) Group and our operations teams in our business development and project procurement processes. This position will focus on supporting each of the IM+D departments – Estimating + Preconstruction (Base Building and Interiors), Marketing + Communications, and Pursuits. ESSENTIAL DUTIES + RESPONSIBILITIES Perform responsibilities with excellence in service, integrity and building relationships as exemplified in DAVIS core values Set-up opportunities in the CRM system and associated folders / application templates Data entry, on a continuous basis, to maintain our CRM database (e.g. project data, opportunity data, client and contact information, employee data) Update and maintain departmental outlook calendars (e.g. estimating calendar, pursuit calendar, events calendar, etc.) Assist with assembling and distributing bid books, preconstruction reports and qualification / proposal / presentation materials as required Schedule bid rooms, conference rooms, and arrange lunch and all necessary supplies for internal meetings, as required Group point of contact for IT, Reception, Office Services and Mailroom needs Organize special team outings / meetings / celebrations, including supporting travel coordination (transportation, lodging, catering, and/or dining accommodations) Assist with preparation of monthly and year-end reporting documentation (e.g. sub awards, IM+D monthly VP status reports, IM+D group meetings, etc.) Approve departmental invoices, monitor daily, as related to relevant departmental expenses (e.g. software invoices, meal expenses, document reproduction invoices, supply inventory, etc.) Process check requests and coordinate with accounting to see payments thru to completion Assist with historical data entry Assist with researching and collecting market, client and/or competitor intelligence Disseminate electronic faxes for the office to the appropriate contacts Participate in weekly staff meetings Perform other duties as assigned ESTIMATING + PRECONSTRUCTION SERVICES Ownership, and in-house expert, of DAVIS’ BID MANAGEMENT process + software (currently BuildingConnected): Maintain and update estimating database, on a continuous basis, with up-to-date subcontractors, addresses, contacts, trade categories, service areas and any special designations (e.g. small business, Union, CBE, SWAM, etc.) Issue invitation to bids / budgets (ITB’s), collect responses, update bidder status Receive + share bid / estimate response status updates Issue documents including any Addenda, Bid Notices or other supplementary info Assist operations teams with Sub-list creation and document distribution Process post-bid entries from the Bid Spreadsheets Responsible for the onboarding + education of new users, as well as ongoing education and support, as needed Promptly disseminate emails from shared estimating email folder to the proper contact (making bid days priority) Download and save documents to the proper location on the server Subcontractor liaison to assist with sub relations + coordinate events Provide administrative support to the department Order and distribute hardcopies of project documents to the appropriate team members Assist with phone calls to subcontractors / suppliers to confirm bid status Ensure consistent upkeep + proper setup of all bid rooms (e.g. phones, chairs, printers, printer paper, etc.) Coordinate and attend site visits with the team MARKETING + COMMUNICATION SERVICES Assist with external event registrations Assist with managing and completing employee subscription requests and associated payments – new subscriptions and renewals Data entry to track actual costs related to events, subscriptions, memberships and gifts Point of contact to lead the printing and framing of final project photography, including the distribution of the final product to the various team members Assist with completing corporate mailings and ordering/tracking client gift requests and coordinate delivery of non-DAVIS branded items (e.g. sympathy, congratulatory, or thank you gifts) Reconcile monthly AMEX credit card reports – including receipt validations, copying and collection to compile a reconciled report to accounting Inventory management to track, and maintain adequate stock of marketing, brand, photography + promotional related materials PURSUIT SERVICES Data entry, as required, to update and edit relevant collateral (e.g. resumes, references, project data sheets, experience charts) – InDesign Inventory management to track, and maintain adequate stock of pursuit related materials DAVIS COMMON ATTRIBUTES SAFETY – Consistently works within DAVIS safety standards; promotes safety as a priority with coworkers, subcontractors and external clients TEAM COLLABORATION – Works effectively within their own team and across the organization; promotes team atmosphere and culture; has a positive, can do attitude COMMITMENT TO QUALITY – Applies DAVIS standards to produce high quality work on a consistent basis; produces work that is accurate and reliable, actively demonstrates excellence in service; builds and maintains integrity as a core function of their job and in their relationships with others CHAMPIONS DAVIS BUSINESS – Consistently markets DAVIS business within the scope of their job; actively seeks and / or supports new business opportunities; actively builds relationships and encourages others to do the same

Requirements

At least two (2) years’ experience in an administrative capacity
Ability to meet deadlines and prepare in advance for proper administrative support
Decision making, research and analytical problem-solving skills
Time management with the ability to organize, assess and prioritize multiple tasks, projects, and demands, and to work independently
Possess strong verbal and written communication skills, and interact effectively at all levels within the organization
MS Office – Microsoft Word, Excel, Power Point and Outlook experience

Nice To Haves

Preferred software experience with Adobe CS6 / Cloud experience (Acrobat and InDesign, in particular), iSQFT experience, and/or Deltek experience
Construction industry experience
Blueprint Reading experience

Responsibilities

Perform responsibilities with excellence in service, integrity and building relationships as exemplified in DAVIS core values
Set-up opportunities in the CRM system and associated folders / application templates
Data entry, on a continuous basis, to maintain our CRM database (e.g. project data, opportunity data, client and contact information, employee data)
Update and maintain departmental outlook calendars (e.g. estimating calendar, pursuit calendar, events calendar, etc.)
Assist with assembling and distributing bid books, preconstruction reports and qualification / proposal / presentation materials as required
Schedule bid rooms, conference rooms, and arrange lunch and all necessary supplies for internal meetings, as required
Group point of contact for IT, Reception, Office Services and Mailroom needs
Organize special team outings / meetings / celebrations, including supporting travel coordination (transportation, lodging, catering, and/or dining accommodations)
Assist with preparation of monthly and year-end reporting documentation (e.g. sub awards, IM+D monthly VP status reports, IM+D group meetings, etc.)
Approve departmental invoices, monitor daily, as related to relevant departmental expenses (e.g. software invoices, meal expenses, document reproduction invoices, supply inventory, etc.)
Process check requests and coordinate with accounting to see payments thru to completion
Assist with historical data entry
Assist with researching and collecting market, client and/or competitor intelligence
Disseminate electronic faxes for the office to the appropriate contacts
Participate in weekly staff meetings
Perform other duties as assigned
Ownership, and in-house expert, of DAVIS’ BID MANAGEMENT process + software (currently BuildingConnected)
Maintain and update estimating database, on a continuous basis, with up-to-date subcontractors, addresses, contacts, trade categories, service areas and any special designations (e.g. small business, Union, CBE, SWAM, etc.)
Issue invitation to bids / budgets (ITB’s), collect responses, update bidder status
Receive + share bid / estimate response status updates
Issue documents including any Addenda, Bid Notices or other supplementary info
Assist operations teams with Sub-list creation and document distribution
Process post-bid entries from the Bid Spreadsheets
Responsible for the onboarding + education of new users, as well as ongoing education and support, as needed
Promptly disseminate emails from shared estimating email folder to the proper contact (making bid days priority)
Download and save documents to the proper location on the server
Subcontractor liaison to assist with sub relations + coordinate events
Provide administrative support to the department
Order and distribute hardcopies of project documents to the appropriate team members
Assist with phone calls to subcontractors / suppliers to confirm bid status
Ensure consistent upkeep + proper setup of all bid rooms (e.g. phones, chairs, printers, printer paper, etc.)
Coordinate and attend site visits with the team
Assist with external event registrations
Assist with managing and completing employee subscription requests and associated payments – new subscriptions and renewals
Data entry to track actual costs related to events, subscriptions, memberships and gifts
Point of contact to lead the printing and framing of final project photography, including the distribution of the final product to the various team members
Assist with completing corporate mailings and ordering/tracking client gift requests and coordinate delivery of non-DAVIS branded items (e.g. sympathy, congratulatory, or thank you gifts)
Reconcile monthly AMEX credit card reports – including receipt validations, copying and collection to compile a reconciled report to accounting
Inventory management to track, and maintain adequate stock of marketing, brand, photography + promotional related materials
Data entry, as required, to update and edit relevant collateral (e.g. resumes, references, project data sheets, experience charts) – InDesign
Inventory management to track, and maintain adequate stock of pursuit related materials

Benefits

DAVIS offers a 100% employer-paid health care plan (to include family), life insurance, short- and long-term disability benefits, and an annual contribution to your HSA.
DAVIS also offers annual incentive bonus, paid time off + annual holidays, financial benefits (401(k), Roth, and ESOP), FSAs, fertility and family-forming assistance, and continuing education.
Additional benefits include Employee Assistance Program (EAP), on-site fitness center, and parental leave.
Eligible employees are provided a company vehicle or an auto allowance to support business activities.

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