Project Assistant

BCCI•Canton, OH

12d

About The Position

The Project Assistant provides administrative and project coordination support to construction teams, helping projects run efficiently and ensuring 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. It helps maintain organization, ensure timely follow-up, and uphold Layton’s standards of quality, integrity, and operational excellence throughout the project lifecycle. The position assembles and maintains project documentation, including contracts, purchase orders, owner pay requests, insurance and bond documents, legal paperwork, warranties, operations and maintenance manuals, and as-built drawings. It supports project scheduling and tracking, meeting preparation and minutes, change orders, estimating and buyout, bidding, trade contractor scope development, correspondence, and contract administration as assigned. The Project Assistant also supports OCIP or CCIP programs when required by contract.

Requirements

High school diploma or equivalent.
Type at least 50 words per minute.
At least 2 years of secretarial or administrative work experience.
Working knowledge of Microsoft Word, Excel, PowerPoint, and Outlook, including the ability to create basic documents and spreadsheets.
Excellent written and verbal communication skills.
Excellent organizational skills, including the ability to develop systems for accessing, retrieving, and delivering 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, 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

Champion “The Layton Way” by delivering predictable outcomes for internal teams, external teams, and customers.
Promote “Constructing with Integrity” through honesty, unity, safety, and quality of work.
Assemble, compile, and prepare 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.
Monitor and enforce legal and insurance compliance for required construction paperwork, including in-house paperwork.
Ensure subcontractors respond promptly to contract paperwork requests.
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, and material lists.
Maintain logs showing the status of shop drawings, requests for clarification, change requests, and proposal requests.
Distribute change requests and follow up on pricing changes.
Instruct the project team in the organized filing system and ensure it is used properly.
Prepare agendas and other preconstruction meeting documents; record or transcribe meeting minutes.
Prepare and issue change orders to subcontractors and owners for extra work performed on projects.
Assist with project estimating 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 development of trade contractor scopes of work.
Perform other related duties as assigned.