Field Project Administrative Assistant

Shimizu North America•Guntersville, AL

2d•Onsite

About The Position

The Project Administrative Assistant (PAA) will serve as the primary administrative manager for a large and complex construction project. The PAA will report jointly to the Project Manager and the Administration Department Head and provide administrative support to Shimizu Managers, Project Managers and Project Site Staff. Principal duties are to receive, store, maintain and manage all project files. These include but are not limited to purchase documents from owner, project meetings and minutes, scheduling appointments, correspondence and necessary construction files and folders. Additionally duties include assisting Project Manager and project staff with procurement, insurance and business requirements. Sending and receiving faxes, email or other means of correspondence, making copies of documentation, as required, are also part of the general duties. PAA has minor accounting functions such as furnishing SNA’s Accounting and/or Purchasing Departments with information required for purchase orders, change orders and subcontracts. PAA communicates with all relevant departments within SNA’s headquarters to ensure full and complete information is conveyed in timely and accurate manner. The PAA shall take initiative when required to provide immediate assistance to SNA project personnel in communicating policies and The PAA shall use his/her own judgment and initiative to correspond with subcontractors, vendors and/or governmental agencies when necessary to execute his/her responsibilities. The Project Administrator shall be familiar with standard business concepts, practices, and procedures within a construction company and shall rely on experience and judgment to plan and accomplish goals

Requirements

Minimum 5 to 7 years of experience as an on-site project administrator.
Experience with above listed responsibilities.
Knowledge of construction trades and office procedures and equipment.
Proficiency in Excel, Word, Access, Power Point, SharePoint, Procore.
Ability to discern appropriate context for construction drawings and documents.
Thoroughness to complete all assigned tasks and responsibilities.
Alertness to all that is taking place on the job site.
Truthfulness and honesty in all situations.
Responsibility to know and do what is expected.
Must be a team player.
Must possess a valid driver's license.

Nice To Haves

College certificate or degree in business administration.

Responsibilities

Receive, store, maintain and manage all project files, including purchase documents from owner, project meetings and minutes, scheduling appointments, correspondence and necessary construction files and folders.
Assist Project Manager and project staff with procurement, insurance and business requirements.
Send and receive faxes, email or other means of correspondence.
Make copies of documentation as required.
Perform minor accounting functions such as furnishing SNA’s Accounting and/or Purchasing Departments with information required for purchase orders, change orders and subcontracts.
Communicate with all relevant departments within SNA’s headquarters to ensure full and complete information is conveyed in a timely and accurate manner.
Take initiative when required to provide immediate assistance to SNA project personnel in communicating policies.
Use own judgment and initiative to correspond with subcontractors, vendors and/or governmental agencies when necessary to execute responsibilities.
Be familiar with standard business concepts, practices, and procedures within a construction company.
Rely on experience and judgment to plan and accomplish goals.