Project Assistant - Mission Critical

Abbott Construction•Claremore, OK

About The Position

The Project Assistant provides 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.

Requirements

High school diploma or equivalent.
Typing speed of 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 that make information accessible and enable effective retrieval and delivery.
Ability to handle multiple tasks, 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.
Support honesty, unity, safety, and quality of work in accordance with “Constructing with Integrity.”
Assemble and prepare project documentation, 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.
Follow up with subcontractors to ensure timely completion of contract paperwork.
Create and maintain project checklists.
Work with the Superintendent to establish shop drawing receipt dates and project milestones, and follow up on reviews and approvals for shop drawings, samples, and material lists.
Maintain logs for 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.
Record or transcribe minutes at preconstruction meetings.
Prepare and issue change orders to subcontractors and owners for extra work.
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 with establishing OCIP or CCIP programs as required by contract 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.