Project Assistant

Layton Construction•Savannah, GA

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. It helps maintain organization, timely follow-up, and Layton’s standards of quality, integrity, and operational excellence throughout the project lifecycle. The Project Assistant assembles and maintains construction project documentation, including contracts, purchase orders, owner pay requests, insurance and bond documents, legal paperwork, warranties, operations and maintenance manuals, and as-built drawings. The role supports project scheduling and documentation workflows, maintains project logs and checklists, coordinates meetings and correspondence, assists with estimating, buyout, bidding, and trade-contractor scopes, and may administer contracts and purchase orders as assigned. The position also supports OCIP or CCIP programs where required by contract.

Requirements

High school diploma or equivalent.
Typing speed of 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 using each application.
Excellent written and verbal communication skills.
Excellent organizational skills, including developing systems for effective information access, retrieval, and delivery.
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 and responsibilities 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.
Work with honesty, unity, safety, and quality of work to uphold “Constructing with Integrity.”
Assemble, compile, and prepare construction project documents, including contracts, purchase orders, owner pay requests, insurance documents, bonds, Notices of Commencement, legal documents, warranties, owners’ 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.
Ensure timely responses from subcontractors for contract paperwork.
Create and maintain project checklists.
Work with the Superintendent to establish dates for receiving shop drawings and milestones; follow up on review and approval of shop drawings, samples, and material lists.
Maintain logs 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 its proper use.
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 the project.
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 as assigned by leadership.
Assist in establishing OCIP or CCIP programs per contract requirements and maintain required program documents.
Draft, transmit, and file correspondence.
Assist in bidding and developing scopes of work for trade contractors.
Perform other related duties as assigned.