Job Site Clerk

Gray Construction•Louisville, KY

About The Position

Gray Construction is seeking a Job Site Clerk to join its team in Louisville, Kentucky. The role provides administrative support to site safety teams and helps coordinate meetings, events, communications, records, expenses, and other department activities. The position has no supervisory responsibilities. Overtime may be required. This role is not eligible for visa sponsorship. Gray is a fully integrated design-builder providing construction, professional services, specialty equipment, and real estate solutions. The company serves markets including manufacturing, food and beverage, data centers, advanced technology, and distribution. Gray describes its culture as collaborative and team-oriented, emphasizing accountability, strong relationships, personal growth, and meaningful contributions.

Requirements

High school diploma or GED, or at least five years of related experience and/or training.
Strong organizational, time-management, and communication skills.
Basic computer skills, including use of Microsoft applications such as Word, Excel, PowerPoint, and Outlook, as well as tablets and smartphones.
Excellent communication skills.
Energetic, self-motivated approach and ability to work in a team environment.
Ability to collaborate, pursue professional development, and work in a fast-paced environment.
Ability to perform the essential functions of the job, with reasonable accommodations where applicable.

Nice To Haves

Experience in a safety, construction, or engineering firm is highly preferred.
Experience with Procore and SharePoint is a plus.
Knowledge of applications specific to the assigned department, or willingness to learn new programs.

Responsibilities

Provide daily administrative support to site safety teams.
Provide general information and administrative support, including special projects and initiatives, scheduling appointments and conferences, ordering supplies and equipment, and coordinating meetings.
Participate in training and professional development activities.
Conduct safety orientations.
Make badges and liaise with security.
Review and update department budgets and expenses.
Prepare and assemble presentation materials.
Assist with event planning and coordination.
Handle meeting logistics, including booking conference rooms, arranging IT setup, preparing or obtaining agendas, coordinating catering and presentation materials, and following up on actions.
Attend meetings as directed to prepare agendas, take notes, and follow up on action items.
Adapt to changing priorities and manage multiple tasks simultaneously.
Keep the team’s work area organized and functional.
Ensure timesheets are completed and submitted on time.
Accurately and promptly enter received expenses into Concur.
Schedule meetings with team members.
Read and route incoming mail and email; locate and attach appropriate files to correspondence for the Manager to answer.
Prepare drafts of correspondence, meeting minutes, reports, and other documents while maintaining confidentiality of day-to-day department activities.
Proofread and assemble information for Safety Minutes, Lessons Learned, and similar materials, and distribute them to appropriate team members.
Perform other duties as assigned.