Project Assistant - Mission Critical

Layton Construction Company•Owasso, 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. It upholds Layton’s standards of quality, integrity, and operational excellence and supports predictable outcomes for project teams and customers. Responsibilities include assembling, compiling, and preparing project documents such as contracts, purchase orders, owner pay requests, insurance and bond paperwork, Notices of Commencement, legal documents, warranties, operations and maintenance manuals, and as-built drawings. The Project Assistant monitors legal and insurance compliance, follows up with subcontractors for contract paperwork, maintains project checklists and status logs, coordinates shop drawing and project milestone dates with the Superintendent, and follows up on reviews and approvals. The role distributes change requests, follows up on pricing, prepares meeting agendas and documents, records meeting minutes, and prepares change orders for subcontractors and owners. It also supports estimating, project buyout, bidding, trade contractor scopes of work, contract administration, and OCIP or CCIP program documentation as assigned. The Project Assistant drafts, transmits, and files correspondence, promotes an organized project filing system, and coordinates with project managers to improve project understanding and paperwork quality. Other related duties may be assigned.

Requirements

High school diploma or equivalent.
Type 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 in each application.
Excellent written and verbal communication skills.
Excellent organizational skills, including the ability to create systems that make information accessible and retrievable.
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

Assemble, compile, and prepare construction project documents, including contracts, purchase orders, owner pay requests, insurance documents, bonds, legal documents, warranties, operations and maintenance manuals, and as-built drawings.
Monitor and enforce legal and insurance compliance for required construction paperwork.
Follow up with subcontractors to obtain contract paperwork in a timely manner.
Create and maintain project checklists.
Coordinate with the Superintendent to establish shop drawing receipt dates and project milestones.
Follow up on review and approval of shop drawings, samples, and material lists.
Maintain logs tracking shop drawings, requests for clarification, change requests, and proposal requests.
Distribute change requests and follow up on pricing changes.
Instruct project teams on the filing system and ensure it is used properly.
Prepare preconstruction meeting agendas and documents and record or transcribe meeting minutes.
Prepare and issue change orders to subcontractors and owners for extra work.
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, issues, and objectives.
Administer contracts and purchase orders when assigned by leadership.
Assist in establishing OCIP or CCIP programs as required by contract and maintain program documents.
Draft, transmit, and file correspondence.
Assist with bidding and development of trade contractor scopes of work.
Perform other related duties as assigned.