Project Assistant

Layton Construction Company•Canton, OH

12d

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 promotes Layton’s standards of quality, integrity, and operational excellence. The Project Assistant assembles and maintains construction project documents, monitors legal and insurance paperwork compliance, follows up with subcontractors, and maintains project checklists and status logs. The role supports project scheduling and shop-drawing reviews, prepares preconstruction meeting materials and minutes, prepares change orders and correspondence, assists with estimating, buyout, bidding, and trade-contractor scopes of work, and may administer contracts and purchase orders as assigned. It also coordinates with project managers and helps project teams maintain organized filing systems and required program documentation.

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 in each application.
Excellent written and verbal communication skills.
Excellent organizational skills, including the ability to develop systems that provide access to information and retrieve and deliver required information effectively.
Ability to handle multiple tasks simultaneously and establish priorities and 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 administrative experience working for 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 “Constructing with Integrity” through honesty, unity, safety, and quality of work.
Assemble, compile, and prepare construction documents, including contracts, purchase orders, owner pay requests, project insurance documents, bonds, Notices of Commencement, legal documents, warranties, 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.
Follow up with subcontractors to obtain contract paperwork in a timely manner.
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 pricing changes.
Instruct project team members 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 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 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 scopes of work for trade contractors.
Perform other related duties as assigned.