Project Assistant - Mission Critical

Layton Construction Company•Phoenix, AZ

1d•Onsite

About The Position

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. This role involves assembling, compiling, and preparing various project documents, monitoring legal and insurance compliance, assisting in subcontractor buyout, instructing the project team on filing systems, preparing meeting documents, ensuring timely subcontractor responses, creating and maintaining project compliance items, disbursing payments, administering contracts and purchase orders, monitoring workflow, preparing change orders, coordinating project milestones, and performing other related duties.

Requirements

High school diploma or equivalent.
Types a minimum of 50 wpm.
At least 2 years’ experience in secretarial or administrative work.
Proficient in Microsoft Word, Excel, PowerPoint, and Outlook.
Able to create and edit legal documents and spreadsheets using each application.
Excellent written and verbal communication skills.
Excellent organization skills; develops systems that provide access to information with the ability to retrieve and deliver required information effectively.
Ability to handle multiple tasks simultaneously; can establish priorities and an effective course of action.
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.
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.
Knowledge of basic work methods, techniques and systems used by Layton Construction.
One to two years post high school administrative assistant training.

Responsibilities

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.
Instructs project team in organized filing system and assures its proper use.
Periodic audits to ensure executed contract documents are filed correctly.
Prepares agendas and other meeting documents.
Records and/or transcribes minutes.
Ensures timely responses from subcontractors for contract paperwork.
Creates and maintains project compliance items as required by owner and Layton contract.
Disburses payment to compliant subcontractors upon approval.
Assists in establishing OCIP or CCIP program per contract requirements and maintains required documents.
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, 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.