Construction Office Administrator - Miami, FL

Vensure Employer Services•Miami, FL

45d•Onsite

About The Position

We are currently seeking an experienced and self-directed Temporary Construction Office Administrator. We're seeking someone who's strong point is getting things done. Someone sharp, self-motivated, energetic, urgent, a go-getter, caring, and overall, wants to work for a greater good. This Office Administrator will handle the majority of the administrative tasks required for a General Contractor's office and its functions to run smoothly. Therefore, they need to possess the following skills at a strong level: communication, detail oriented, time management, critical thinking, computers, online processes, calendars, cloud-based software for saving files, Word, Excel, PDF editing, etc. This is a 100% in-office position, therefore, there will not be any remote work and collaboration with team members is a must. The minimum hours required are from 8:30 am to 5:30 PM, Monday - Friday. On top of incredible opportunity for growth, this position offers a competitive salary (weekly pay) and benefits such as health insurance, Holidays, and paid time off.

Requirements

100% In Office Position - No Remote Work.
Strong initiative, work ethic, multitasking ability, follow-through, organization and detail-orientation.
Strong written and verbal communication skills.
Must be a LEADER and ok working Autonomously.
Intermediate to Advanced skills with Microsoft Office Suite (Word, PowerPoint, Excel, Outlook.
Strong interpersonal skills (team player) with all levels of employees, vendors, and tenants.
Excellent analytical and critical thinking skills.
Basic understanding of accounting principles.
Ability to multitask and work in rapid-moving environment
Bachelor's degree (BA/BS) and or Associate's Degree from College or University.
Minimum 3-5 years of related or equivalent experience and/or training, specifically in a construction related field.
Working knowledge of construction contracts, subcontracts and invoices (AIA format).

Responsibilities

Serves as general administrative support to the company's Executive Team and overall Office.
Answering phones.
Checking voicemail.
Returning calls, recording information, and relaying messages.
Coordinating Executive Team's Calendars on Microsoft Outlook.
Greeting visitors and preparing Conference Room for meetings if necessary.
Maintaining neat, organized, and clean office environment for high performance and functionality.
Uses cloud-based software like Microsoft Sharepoint and OneDrive to save, set up, and organize new files/documents.
Coordination of Check Printing for Subcontractors.
Review Invitations to Bid and Contract Requirements - internal communication making Team aware of crucial dates.
Obtaining Certificates of Insurance, W9 and Vendor/Subcontractor Documentation.
Complete prequalification, new vendor, credit card authorization forms, etc.
Support Marketing Campaigns and communicate with Vendors on all documentation/files needed.
Purchasing - ordering necessary office supplies and maintaining inventory.
Purchasing - ordering necessary project-related finish material (from time to time), if required.
File all necessary paperwork, invoices, project documents, etc.
Open mail and coordinate with departments to execute what is necessary.
Work with vendors and/or subcontractors following up on anything miscellaneous pending.
Printing and organizing hard copies of drawings/plans for office and job sites.
General day-to-day office tasks that require administration.
Follow up order acknowledgements and delivery dates when necessary.
Attend weekly Staff Meetings and recording of meeting minutes - disbursement to entire Team.
Checks contractor Payment Applications for accuracy and maintain lien waivers.
Collects and saves RFI's and Submittals while preserving, organizing, distributing, and maintaining drawings including all document revisions.