Project Assistant - Mission Critical

BCCI•Kansas City, KS

4d•Onsite

About The Position

This role champions "The Layton Way" by delivering predictable outcomes and ensuring "Constructing with Integrity" through honesty, unity, safety, and quality of work. The Project Assistant is responsible for assembling, compiling, and preparing various project documents, assisting in subcontractor buyout, maintaining organized filing systems, preparing meeting documents, and ensuring timely responses from subcontractors. They will also manage project compliance items, disburse payments, assist with OCIP/CCIP programs, administer contracts and purchase orders, monitor workflow approvals, prepare change orders, and coordinate project milestones. The role also involves drafting and filing correspondence and performing other related duties as assigned.

Requirements

High school diploma or equivalent.
Types a minimum of 50 wpm.
Has at least 2 years’ experience in secretarial or administrative work.
Proficient in Microsoft Word, Excel, PowerPoint, and Outlook and is able to create and edit legal documents and spreadsheets using each application.
Has excellent written and verbal communication skills.
Has excellent organization skills; develops systems that provide access to information with the ability to retrieve and deliver required information effectively.
Has the ability to handle multiple tasks simultaneously; can establish priorities and an effective course of action.
Has the ability to accomplish routine tasks.
Is a team player; works well with other people; takes time to help co-workers, customers, and others achieve their goals and assignments.
Has the ability to perform essential duties and responsibilities efficiently, accurately, and safely, with or without reasonable accommodation, and without posing a threat of harm to self or others.

Nice To Haves

Previous experience working in an administrative role in a construction company preferred.
Knowledge of basic work methods, techniques and systems used by Layton Construction preferred.
One to two years post high school administrative assistant training preferred.

Responsibilities

Champions "The Layton Way" by delivering predictable outcomes for internal teams, external teams, and customers.
Ensures that "Constructing with Integrity" is delivered by working with honesty, unity, safety, and quality of work.
Assembles, compiles, and/or prepares documents such as contracts, purchase orders, owner pay requests, project insurances, bonds, Notices of Commencement, legal documents, warranties, owners’ operations and maintenance manuals, and as-built drawings.
Monitors and enforces legal and insurance compliance with respect to all required construction paperwork.
Assists in buyout of projects by verifying prequalification of subcontractors, including completion of safety and financial review.
Instructs project team in organized filing system and assures its proper use.
Performs periodic audits to ensure executed contract documents are filed correctly.
Prepares agendas and other meeting documents as directed by project team.
Records and/or transcribes minutes as directed by project team.
Ensures timely responses from subcontractors for contract paperwork.
Creates and maintains project compliance items as required by owner and Layton contract.
Upon VP/ Project Team approval, disburses payment to compliant subcontractors.
Assists in establishing OCIP or CCIP program per contract requirements and maintains required documents for the program.
Administers contracts and purchase orders assigned by project team, including initiating CMIC workflow.
Monitors progress of CMiC workflow for subcontract and subcontract change order approvals.
Prepares and issues change orders to subcontractors and owners for extra work performed on the project.
Coordinates with project team to ensure planning for project milestones including permitting, groundbreaking, topping off, and project closeout are met.
Discusses and coordinates personal goals and important issues, and objectives.
Drafts, transmits, and files correspondence.
Performs other related duties as assigned.