Project Assistant - National Building Group

BCCI•Trenton, OH

1d•Onsite

About The Position

The Project Assistant will champion "The Layton Way" by delivering predictable outcomes for internal teams, external teams, and customers, and ensure 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 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. The Project Assistant will monitor and enforce legal and insurance compliance for all required construction paperwork, ensure timely responses from subcontractors for contract paperwork, and create and maintain project checklists. They will work with the Superintendent to establish dates for receiving shop drawings and project milestones, follow up for review and approval of shop drawings, samples, and material lists, and maintain logs for shop drawings, requests for clarification, change requests, and proposal requests. The role also includes distributing change requests, instructing the project team on organized filing systems, preparing agendas and preconstruction meeting documents, recording minutes, preparing and issuing change orders, assisting in estimate and buyout of projects, and coordinating with project managers to improve project understanding and paperwork quality. Additionally, the Project Assistant will discuss and coordinate personal and project goals, administer contracts and purchase orders as assigned, assist in establishing OCIP or CCIP programs, maintain required documents for these programs, draft, transmit, and file correspondence, and assist in bidding and developing scope of work for trade contractors. Other related duties as assigned will also be performed.

Requirements

High school diploma or equivalent.
Types a minimum of 50 wpm.
Has at least 2 years’ experience in secretarial or administrative work.
Has a working knowledge of Microsoft Word, Excel, PowerPoint, and Outlook and is able to create basic 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 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.
Ensures timely responses from subcontractors for contract paperwork.
Creates and maintains project checklist.
Works with the Superintendent establishing dates for receiving shop drawings and milestones necessary to complete the project on time.
Follows up for review and approval for shop drawings, samples, material lists, etc.
Maintains logs reflecting the status of shop drawings, requests for clarification, change requests, and proposal requests.
Distributes change requests and follows up for pricing changes.
Instructs project team in organized filing system and assures its proper use.
Prepares agendas and other preconstruction meeting documents.
Records and/or transcribes minutes at the preconstruction meeting.
Prepares and issues change orders to subcontractors and owners for extra work performed on the project.
Assists in estimate and buyout of projects.
Coordinates with project managers to increase understanding of projects and to improve the quality of the 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 program per contract requirements.
Maintains required documents for OCIP or CCIP program.
Drafts, transmits, and files correspondence.
Assists in bidding and in developing scope of work for trade contractors.
Performs other related duties as assigned.