Administrative Assistant

Gray Architects & Engineers, LLC • Lexington, KY

17h • Onsite

About The Position

Gray AES, the professional services arm of Gray, is a top-ranked firm offering architecture, engineering, and automation services across the globe. Made up of multidisciplinary teams of architects, engineers, and project managers, these collaborative teams work every day to provide unique, customized solutions for our customers. It’s the spirit of our people – the passion, commitment, and a great team environment – that makes our company a great place to work.

“Personal growth precedes Gray’s growth.” – Stephen Gray, President & CEO, Gray, Inc.

The successful candidate will have bachelor’s degree or four (4) years of experience in an administrative position(s); or the equivalent combination both. Experience in construction or engineering firm is highly preferred. Must possess basic computer skills including the ability to utilize word processing, spreadsheets, software and e-mail. Experience with SharePoint is a plus. The selected candidate will have excellent communication skills.

The new team member should be an energetic, self-motivated individual who enjoys a team environment, as well as a passion for collaboration and professional development. If you are a high achiever striving to exceed expectations in a fast-paced innovative company, then Gray is the place for you.

The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Requirements

• bachelor’s degree or four (4) years of experience in an administrative position(s); or the equivalent combination both
• Must possess basic computer skills including the ability to utilize word processing, spreadsheets, software and e-mail.
• excellent communication skills
• energetic, self-motivated individual who enjoys a team environment
• passion for collaboration and professional development

Nice To Haves

• Experience in construction or engineering firm is highly preferred.
• Experience with SharePoint is a plus.

Responsibilities

• Reads and routes incoming mail/e-mail. Locates and attaches appropriate file to correspondence to be answered by Manager.
• Follows up on outstanding documents including subcontracts and contract related documents and correspondence for incorporation into project files.
• Coordinate the submittal and shop drawing process with project team.
• Organizes and maintains file system including construction drawings, and files correspondence and other records electronically and in paper files
• Coordinate proposal and bid package information and coordination of document release.
• Meet time sensitive deadlines with accuracy while maintaining a high degree of customer service.
• Coordinate tracking contract status, vendor relations, worker verification logs, and meeting minutes.
• Write Purchase Order Requisitions for manager approval and processing.
• Coordinate the archiving of project files.
• Coordinate and compile Operations and Maintenance Manuals at project closeout as a customer deliverable.
• May assist with writing Subcontract Change Orders and coordinating payment of invoices.
• Participate in the pool of candidates for receptionist backup.
• Performs other related duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level