Project Assistant

Layton Construction Company•Savannah, GA

About The Position

The Project Assistant provides essential administrative and project coordination support to construction teams to help projects run efficiently and ensure documentation is 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 helps uphold Layton’s standards of quality, integrity, and operational excellence and is expected to deliver predictable outcomes while working with honesty, unity, safety, and quality.

Requirements

High school diploma or equivalent.
Type 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, including the ability to create basic documents and spreadsheets in each application.
Excellent written and verbal communication skills.
Excellent organizational skills, including the ability to develop information-access systems and retrieve and deliver information effectively.
Ability to handle multiple tasks simultaneously, establish priorities, and determine an effective course of action.
Ability to accomplish routine tasks.
Team-oriented approach and ability to work well with others and help coworkers, customers, and others achieve their goals and assignments.
Ability to perform essential duties efficiently, accurately, and safely, with or without reasonable accommodation, and without posing a threat of harm to self or others.

Nice To Haves

Previous administrative experience working for 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

Assemble, compile, and prepare 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.
Monitor and enforce legal and insurance compliance for required construction paperwork, including in-house paperwork, and obtain timely responses from subcontractors on contract paperwork.
Create and maintain project checklists.
Work with the Superintendent to establish shop drawing receipt dates and project milestones; follow up on reviews and approvals for shop drawings, samples, material lists, and related items.
Maintain logs tracking shop drawings, requests for clarification, change requests, and proposal requests.
Distribute change requests and follow up on pricing changes.
Instruct the project team on the filing system and ensure it is used properly.
Prepare agendas and other preconstruction meeting documents, and record or transcribe meeting minutes.
Prepare and issue change orders to subcontractors and owners for extra work performed on projects.
Assist with project estimates and buyout.
Coordinate with project managers to improve understanding of projects and the quality of project paperwork.
Discuss and coordinate personal and project goals, important issues, and objectives.
Administer contracts and purchase orders when assigned by leadership.
Assist in establishing OCIP or CCIP programs according to contract requirements and maintain required program documents.
Draft, transmit, and file correspondence.
Assist with bidding and developing scopes of work for trade contractors.
Perform other related duties as assigned.
Champion “The Layton Way” and deliver predictable outcomes for internal teams, external teams, and customers.
Work in accordance with “Constructing with Integrity,” emphasizing honesty, unity, safety, and quality of work.