Administrative Assistant

Aston Carter•Oshkosh, WI

5d•Onsite

About The Position

The Administrative Assistant supports the estimating and project management teams by managing project setup, maintaining accurate documentation, and ensuring project information is organized and up to date. This role focuses on data entry, tracking project timelines, and coordinating project details using tools such as Google Sheets, Excel, PDF software, and project management systems. The position requires strong organizational skills, attention to detail, and the ability to work proactively in a fast-paced, construction-related environment.

Requirements

Proficiency with Google Suite (Docs, Sheets, and related applications) or strong ability to quickly learn these tools.
Excel experience, including sorting data, using equations, and working with formulas.
Functional and working knowledge of computers and common office software.
Strong administrative support and data entry skills with a high level of accuracy.
Excellent oral communication skills and positive interpersonal skills to work effectively with internal teams.
Strong organizational and planning skills, with the ability to manage multiple tasks and deadlines.
Self-motivated, proactive work style with the ability to take initiative.
High attention to detail in handling project information, documentation, and timelines.
Experience with general administration tasks, project documentation, and project setup.
Ability to work with Microsoft Office and similar productivity tools.

Nice To Haves

Experience using PDF-XChange or similar PDF tools to add bookmarks and manage document navigation.
Familiarity with blueprint reading and understanding specifications.
Experience in project administration, construction administration, or commercial project assistance.
Background as a project coordinator, detailing coordinator, project data entry specialist, or architectural assistant.
Experience with Excel and Google Sheets for data tracking, reporting, and project timelines.
Experience with document processing and organizing digital project files.
Familiarity with project management or detailing software such as Comsense is a plus.

Responsibilities

Provide estimators with an approximate date for when each sold project will be detailed and handed over to the project management team.
Track sold projects and enter them into the Detailing Timeline using Google Sheets.
Continuously monitor projects on the Detailing Timeline from initiation through completion and update statuses as needed.
Set up new projects in the appropriate systems and perform accurate and timely data entry tasks.
Review project information and BI Bid details to confirm accuracy and completeness before project setup.
Transfer relevant documents from the estimating side to the project side, organizing files into appropriate folders for easy access.
Add bookmarks to plans and specifications using PDF-XChange (or similar PDF tools) to improve document navigation and manageability.
Update Comsense with all pertinent job and shipping information to ensure project data remains current.
Review project plans and enter all TO/FROM locations into Comsense accurately.
Learn and execute bulk and unbulk processes for projects as required by the detailing workflow.
Record clear and concise meeting minutes when applicable and distribute or file them according to department standards.
Update detailing department spreadsheets and tracking tools as directed by the department manager.
Support general administrative tasks related to project administration, construction administration, and project coordination.
Maintain organized project documentation and assist with project setup and documentation processing.
Collaborate with estimators, project managers, and detailing staff to ensure smooth project handoffs and consistent communication.