Project Administrative Assistant

Discovery Land Company•The Hills, TX

21h•$24•Onsite

About The Position

Join the Discovery family, where quality and service are at the heart of everything we do! This role will be located at one of Discovery Land Company’s locations: The Hills, set in East Quogue, New York. The Hills is seeking a Project Administrative Assistant to join the Construction & Development Division. The Project Administrative Assistant will be responsible for providing administrative support to assigned Project Director, Project Managers, operational support for construction related tasks, and general clerical support to maintain office operations. Reporting to the Director of Construction for the business unit, the successful candidate will have the following responsibilities:

Requirements

High School diploma or equivalent; Bachelor degree preferred.
Minimum 5 years of related work experience
Competency with Microsoft Office Suite: Excel, Word, Project and, Visio
Ability to pay attention to detail and provide a high level of accuracy
Ability to communicate effectively and professionally on multiple levels in written and verbal form
Must be organized, self-motivated, multitasker, critical thinker and possess strong decision-making skills.
Experience working in an environment with rapidly shifting priorities, demands and timelines.
Positive attitude, professional demeanor, and exceptional communication and interpersonal skills to deliver service to members, guests, and team members.
Must be able to work flexible work hours/schedule including evenings, weekends, and holidays.
Long hours may be required due to business demands.
Ability to work in a team environment.
Ability to stay calm and focused during the busiest of times.
Ability to read, write, speak, and understand English; additional languages preferred.
Ability to work a flexible schedule, including evenings, weekends, and holidays, and a shift greater than eight (8) hours in length.

Nice To Haves

Procore experience a plus.

Responsibilities

Provide office administrative duties to Project Managers as necessary, including but not limited to: scanning, printing, filing, travel arrangements, running errands, processing incoming and outgoing mail
Keep the Project Manager informed by reviewing and analyzing reports or communications; summarizing information; identifying trends
Prepare and draft subcontractor contracts for Project Manager
Provide backup to Contractor Administrator in preparing owner contracts for General Manager
Communicate with vendors on procurement related matters
Research materials based on Project Manager requests
Write purchase orders for Project Manager
Prepare invoices for Project Manager approval; stamps, codes, receive signatures, process and track through accounting
Coordinate time card submission of line staff and field supervisors
Clean work area and coordinate office housekeeping
And other duties as assigned by management
Flexibility and ability to pivot to new projects and a desire to work in a fast-paced environment.