Administrative Assistant
About The Position
Responsibilities: Support Office Management, Project Manager, Superintendent, Project Superintendent and staff. Work with Project Management to draft, review, finalize, issue and execute contracts. Communicate regularly with project managers on status of subcontracts and address any questions or issues that may have arisen. Receive, review for compliance and track insurance certificates. Use project tracking software to track change orders, change proposal requests, requests for information, contracts, insurance, payment applications, etc. Create, manage, scan and organize all files and folders, hard copy and on the computer. Managed day-to-day operation, maintained daily interactions with owner/subcontractors/vendors. Greet clients, answer phone calls, check voicemail, e-mails. Prepare/code invoices and check request. Track owner/subcontractors/vendors billing and payments. Receive, open, stamp, process mail daily. Prepare and submit Petty Cash Reports. Prepare and submit job related expense reports for Project Team and Management Team. Manage field employees hourly time. Manage HR related materials such as onboarding new employees, transfer employees, etc. Routine coordination with various vendors for Management Team and/or Project Team. Order Lunch for the Office Management Meetings and/or Project Team Meeting. Provide receptionist duties on a limited basis as needed. Perform other duties and projects as assigned.
Responsibilities
- Support Office Management, Project Manager, Superintendent, Project Superintendent and staff.
- Work with Project Management to draft, review, finalize, issue and execute contracts.
- Communicate regularly with project managers on status of subcontracts and address any questions or issues that may have arisen.
- Receive, review for compliance and track insurance certificates.
- Use project tracking software to track change orders, change proposal requests, requests for information, contracts, insurance, payment applications, etc.
- Create, manage, scan and organize all files and folders, hard copy and on the computer.
- Managed day-to-day operation, maintained daily interactions with owner/subcontractors/vendors.
- Greet clients, answer phone calls, check voicemail, e-mails.
- Prepare/code invoices and check request.
- Track owner/subcontractors/vendors billing and payments.
- Receive, open, stamp, process mail daily.
- Prepare and submit Petty Cash Reports.
- Prepare and submit job related expense reports for Project Team and Management Team.
- Manage field employees hourly time.
- Manage HR related materials such as onboarding new employees, transfer employees, etc.
- Routine coordination with various vendors for Management Team and/or Project Team.
- Order Lunch for the Office Management Meetings and/or Project Team Meeting.
- Provide receptionist duties on a limited basis as needed.
- Perform other duties and projects as assigned.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
Number of Employees
501-1,000 employees
