Project Assistant

Abbott Construction•Irvine, CA

About The Position

Duties • 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. • Responsible for maintaining and upholding the project administrator processes and procedures to ensure standard practice across the region. • Keep job files in a clean, organized, and trackable order, and up to date (includes both hard copy and electronic filing). • Assembles, compiles, and/or prepares documents to ensure efficient and complete documentation for construction projects: contracts, purchase orders, owner pay requests, project insurances, bonds, Notices of Commencement, legal documents required for project start/completion, warranties, owners' operations and maintenance manuals, and as-built drawings for closeout; monitors and enforces legal and insurance compliance with respect to all required construction paperwork, including paperwork required in-house. • Ensures timely responses from subcontractors for contract paperwork. • Creates and maintains project checklist. • Instructs project team in organized filing system and assures its proper use. • 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 program • Knowledge of California labor compliance preferred, but not required. • Drafts, transmits, and files correspondence. • Performs other related duties as assigned. • Process monthly draws and enter all relevant compliance data. • Maintain subcontractor and supplier records. • Track Gallagher CCIP closeout and true-ups at 100% billing and confirm all change orders are billed. • Manage mechanics lien filing and notify project teams as needed. • Review payroll summaries and labor compliance status as applicable. • Participate in closeout process by collecting final waivers, insurance, and providing required documentation per project specifications.

Requirements

High school diploma or equivalent.
2+ years of administrative or secretarial experience, preferably in construction.
Typing speed of at least 50 wpm.
Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.
Highly organized with the ability to prioritize and manage multiple tasks.
Excellent written and verbal communication skills.
Able to work independently in a remote, distraction-free environment.
Team-oriented with a collaborative, service-minded approach.
Able to perform essential functions with or without reasonable accommodation.

Nice To Haves

Post-high school administrative assistant training preferred.
Knowledge of California labor compliance preferred, but not required.
Knowledge of Layton Construction's systems and workflows 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.
Responsible for maintaining and upholding the project administrator processes and procedures to ensure standard practice across the region.
Keep job files in a clean, organized, and trackable order, and up to date (includes both hard copy and electronic filing).
Assembles, compiles, and/or prepares documents to ensure efficient and complete documentation for construction projects: contracts, purchase orders, owner pay requests, project insurances, bonds, Notices of Commencement, legal documents required for project start/completion, warranties, owners' operations and maintenance manuals, and as-built drawings for closeout; monitors and enforces legal and insurance compliance with respect to all required construction paperwork, including paperwork required in-house.
Ensures timely responses from subcontractors for contract paperwork.
Creates and maintains project checklist.
Instructs project team in organized filing system and assures its proper use.
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 program
Drafts, transmits, and files correspondence.
Performs other related duties as assigned.
Process monthly draws and enter all relevant compliance data.
Maintain subcontractor and supplier records.
Track Gallagher CCIP closeout and true-ups at 100% billing and confirm all change orders are billed.
Manage mechanics lien filing and notify project teams as needed.
Review payroll summaries and labor compliance status as applicable.
Participate in closeout process by collecting final waivers, insurance, and providing required documentation per project specifications.