Administrative Assistant - International

Caddell Construction • Montgomery, AL

6d • Onsite

About The Position

The Administrative Assistant supports Caddell Construction’s international operations department by maintaining project records and files, processing invoices, and providing clerical support to project staff. The position is based on-site in an office setting in Montgomery, Alabama, and reports to the Senior Administrative Assistant.

The role involves maintaining submittal registers and hardcopy submittal records, home-office project files, construction-document revisions, and subcontract and purchase-order files. The assistant coordinates electronic data transfers with owners, architects and engineers, and project-site staff. They process invoices for international jobs, obtain approvals, enter invoices into accounts-payable software, respond to vendor payment questions, and coordinate payments with Accounting and Procurement. They also enter purchase orders and change orders into the purchasing database and CMiC.

Requirements

• Minimum high school diploma or GED.
• Two years of clerical or administrative experience in an office environment.
• Current clearance, or ability to obtain, a Department of Defense minimum Secret security clearance.
• Excellent written and verbal communication and grammar skills.
• Strong organizational skills.
• Proficiency in Microsoft Office, including Word, Excel, PowerPoint, and Access.
• Demonstrated ability to manage multiple conflicting priorities.

Responsibilities

• Maintain files of international project records and support international department staff as needed.
• Maintain submittal registers for multiple projects and administer and file hardcopy submittal records.
• Maintain home-office copies of project files.
• Post revisions to office copies of construction documents.
• Maintain subcontract and purchase-order files.
• Coordinate electronic data transfers through owners’ websites with A/E personnel, owners, and project-site staff.
• Provide clerical support to project-site staff and others in the international operations department.
• Process invoices for international jobs, obtain approvals, and enter invoices into accounts-payable software.
• Serve as a point of contact for vendor payment questions and coordinate payments with Accounting and Procurement, as applicable.
• Enter purchase orders and change orders into the purchasing database and CMiC.
• Perform other duties as assigned.

Benefits

• Paid vacations.
• Company-paid holidays.
• Company-funded medical insurance.
• Company joint funding of dental and vision insurance, life and disability plans for full-time employees.
• 401(k) match.
• Gym membership reimbursement.
• Use of company condominiums.
• Employee growth and development.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED