Project Assistant - Mission Critical

Layton Construction Company•Claremore, OK

15h

About The Position

The Project Assistant provides administrative and project coordination support to construction teams to help projects run efficiently and keep documentation accurate and complete. The role manages project records, tracks deliverables, coordinates communication with subcontractors and internal teams, and supports contract and compliance processes throughout the project lifecycle. It upholds Layton’s standards of quality, integrity, and operational excellence. The position assembles and maintains project paperwork, including contracts, purchase orders, owner pay requests, insurance documents, bonds, legal documents, warranties, operations and maintenance manuals, and as-built drawings. It tracks shop drawings, requests for clarification, change requests, and proposal requests; follows up on reviews, approvals, pricing, and subcontractor paperwork; and helps project teams maintain organized files. The Project Assistant also supports preconstruction meetings, change orders, project estimating and buyout, bidding, trade contractor scopes of work, and insurance programs as assigned.

Requirements

High school diploma or equivalent.
Typing speed of at least 50 words per minute.
At least 2 years of experience in secretarial or administrative work.
Working knowledge of Microsoft Word, Excel, PowerPoint, and Outlook, with the ability to create basic documents and spreadsheets in each application.
Excellent written and verbal communication skills.
Excellent organization skills, including the ability to develop systems that provide effective access to, retrieval of, and delivery of information.
Ability to handle multiple tasks simultaneously and establish priorities and an effective course of action.
Ability to accomplish routine tasks.
Team-oriented approach and ability to work well with others, including helping coworkers, customers, and others achieve their goals and assignments.
Ability to perform essential duties and responsibilities efficiently, accurately, and safely, with or without reasonable accommodation, without posing a threat of harm to self or others.

Nice To Haves

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

Responsibilities

Champions “The Layton Way” by delivering predictable outcomes for internal teams, external teams, and customers.
Works with honesty, unity, safety, and quality in support of “Constructing with Integrity.”
Assembles, compiles, and prepares construction project documents, including contracts, purchase orders, owner pay requests, insurance documents, bonds, Notices of Commencement, legal documents, warranties, operations and maintenance manuals, and as-built drawings for closeout.
Monitors and enforces legal and insurance compliance for required construction paperwork, including in-house paperwork.
Follows up with subcontractors to ensure timely responses on contract paperwork.
Creates and maintains project checklists.
Works with the Superintendent to establish shop drawing receipt dates and project milestones.
Follows up on reviews and approvals for shop drawings, samples, and material lists.
Maintains logs tracking shop drawings, requests for clarification, change requests, and proposal requests.
Distributes change requests and follows up on pricing changes.
Instructs the project team on the filing system and ensures it is used properly.
Prepares agendas and other preconstruction meeting documents, and records or transcribes meeting minutes.
Prepares and issues change orders to subcontractors and owners for extra work performed on the project.
Assists with project estimating and buyout.
Coordinates with project managers to improve understanding of projects and the quality of project paperwork.
Discusses and coordinates personal and project goals, important issues, and objectives.
May administer contracts and purchase orders as assigned by leadership.
Assists in establishing OCIP or CCIP programs according to contract requirements and maintains required program documents.
Drafts, transmits, and files correspondence.
Assists with bidding and developing scopes of work for trade contractors.
Performs other related duties as assigned.