Project Assistant - Mission Critical

Layton Construction Company•Kansas City, KS

About The Position

The Project Assistant provides administrative and project coordination support to construction teams, helping projects run efficiently and ensuring 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 promotes Layton’s standards of quality, integrity, and operational excellence. The position prepares, assembles, and maintains construction documents, including contracts, purchase orders, owner pay requests, insurance and bond documents, Notices of Commencement, legal project documents, warranties, operations and maintenance manuals, and as-built drawings. It monitors construction paperwork for legal and insurance compliance, follows up with subcontractors, maintains project checklists and logs, and coordinates shop drawings, samples, material lists, changes, and proposals. The Project Assistant also supports preconstruction meetings, change orders, estimating and project buyout, bidding and trade-contractor scopes of work, and OCIP or CCIP documentation as required. The role helps project teams maintain organized filing systems, coordinates with project managers to improve project paperwork, and performs other related duties as assigned.

Requirements

High school diploma or equivalent.
Type a minimum of 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 in each application.
Excellent written and verbal communication skills.
Excellent organizational skills, including the ability to develop systems for accessing, retrieving, and delivering information effectively.
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, including helping 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 to uphold “Constructing with Integrity.”
Assemble, compile, prepare, and maintain construction project documents, including contracts, purchase orders, owner pay requests, insurance, bonds, legal documents, warranties, operations and maintenance manuals, and as-built drawings.
Monitor legal and insurance compliance for required construction paperwork, including paperwork required in-house.
Follow up with subcontractors to obtain timely contract paperwork responses.
Create and maintain project checklists.
Work 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 change pricing.
Instruct project teams in the organized filing system and ensure it is used properly.
Prepare agendas and other preconstruction meeting documents, and record or transcribe meeting minutes.
Prepare and issue change orders to subcontractors and owners for extra work performed on projects.
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 in establishing OCIP or CCIP programs as required by contract and maintain required program documents.
Draft, transmit, and file correspondence.
Assist with bidding and development of trade-contractor scopes of work.
Perform other related duties as assigned.