Construction Administrative Asst.

Tecta South Florida•Deerfield Beach, FL

13d•Hybrid

About The Position

The Administrative Asst. will provide comprehensive administrative support and assist with the plans and directions of the Project Managers and will effectively communicate with project teams by providing information, answering questions and assisting in project administrative operations. The Administrative Asst. and Project Managers will work as a team to assure successful project completion, strong working relationships with our customers, support of our employees and contribute overall to the success of the Company. The Administrative Asst. will coordinate the project activity with the Project Managers and Superintendents.

Requirements

Minimum three (3) years of construction industry experience with emphasis on all facets of business including but not limited to customer relations, project administration.
Prior experience with PURCHASE ORDERS (POs).
Other critical skills include planning & organizing; problem identification/resolution, multi-tasking, follow-through skills to bring tasks to closure in a timely manner, priority setting, and having a sense of urgency in accomplishing tasks in a timely manner.
Strong attention to detail.
Microsoft Word, Excel, PowerPoint. EXCEL EXPERIENCE A MUST!
Must have a valid driver's license.
Comfortable visiting actual job sites periodically.
Ability to speak, read and comprehend instructions, short correspondence and policy documents, as well as converse comfortably with co-workers.
Proficiency with Microsoft Excel or other spreadsheet program, including strong analytical abilities
Knowledge of Purchase Orders (POs) and how they work
Ability to speak, read and comprehend instructions, short correspondence and policy documents, as well as converse comfortably with coworkers
Sound problem assessment and problem-solving skills
Well organized; adept at planning work and managing time
Extreme attention to detail and high level of accuracy
Perform work with integrity, teamwork and collaboration
Responsible and accountable for compliance with workplace policies and procedures for risk identification, risk assessment and risk control
Active participation in activities associated with the management of workplace health and safety
Identification and reporting of health and safety risks, accidents, incidents, injuries and property damage at the workplace
Correct utilization of appropriate personal protective equipment

Responsibilities

Provide the necessary daily coordination and communications to facilitate the flow and control of all project documents, information, and materials required to ensure the organized flow and profitability of assigned projects
Participate in the review of the project, “Job Hand Off Package” (review to be scheduled by the production department), with the Project Manager, Estimator and Operations Manager to include a verification that the hand off package is complete with all required documentation (the general manager may or may not attend this review)
Create and control the contents of the Job File to include: To acquire, receive, maintain or file all contracts (making sure they are signed, or solicit signatures as needed to include insurances, licenses, bonds, NOCs, NOAs, etc.)
To initiate, ensure and control the completion of the project coordinator checklist
To ensure the CERTA program pre and post job inspection reports become a part of the permanent project file as necessary
Prepare submittal packages for Project Manager’s review, as directed (send out approved submittals and verify that they are received by the GC or customer). Review returned submittals and notify Project Manager and Operations Manager of any adjustments.
Apply for any required permits (to verify that all required permits are received before the job start).
Order any aerial photography or slope surveys (if required).
Order job specific materials using the approved PO procedure and cost codes as directed.
Order, or verify, that materials are ordered from the approved vendor list using the best available price (equal to or less than the cost price used in developing the proposal) that meets or exceeds the needed quality level as the primary criteria for selection
Assist the Superintendent with the mobilization of the project (required materials available when needed, rental equipment, portable toilet, housing, job specific book for Superintendent etc.)
Prepare Direct Purchase by Owner, OCIPs and MCIPs.
Prepare change orders as required at the direction of Project Manager.
Coordinate with the Project Manager on RFIs/RFPs/meeting minutes/punch lists.
Coordinate the flow and communications of paperwork and activity associated with any project.
Prepare pay requisitions (progress invoicing) to include: That the payment request is consistent with the schedule of values
That the payment request is approved by Project Manager
That the payment request is mailed out or presented to the customer
That a copy of the payment request is forwarded to accounting
Work with Project Manager to complete the close out package within 2 weeks of final billing (not including retainage) to facilitate the release of the retainage payment.
Coordinate with Accounts Receivable for lien release.
Maintain a well-groomed, professional appearance appropriate for the position and situation in which the Project Coordinator may be involved.
Perform other related duties as assigned.