Project Assistant- Healthcare Construction

Layton Construction Company•Nashville, TN

10d•Onsite

About The Position

This role champions 'The Layton Way' by delivering predictable outcomes for internal teams, external teams, and customers, ensuring 'Constructing with Integrity' through honesty, unity, safety, and quality of work. The Project Assistant assembles, compiles, and prepares various project documents to ensure efficient and complete documentation for construction projects. This includes managing contracts, purchase orders, owner pay requests, project insurances, bonds, Notices of Commencement, legal documents for project start/completion, warranties, owners’ operations and maintenance manuals, and as-built drawings for closeout. The position monitors and enforces legal and insurance compliance with all required construction paperwork, ensuring timely responses from subcontractors for contract paperwork. The role involves creating and maintaining project checklists, working with the Superintendent to establish dates for receiving shop drawings and project milestones, and following up for review and approval of shop drawings, samples, and material lists. The Project Assistant maintains logs for shop drawings, requests for clarification, change requests, and proposal requests, and distributes change requests, following up for pricing changes. They instruct the project team on organized filing systems and ensure their proper use, prepare agendas and other preconstruction meeting documents, and record or transcribe minutes at these meetings. The role also involves preparing and issuing change orders, assisting in estimate and buyout of projects, and coordinating with project managers to enhance project understanding and paperwork quality. The Project Assistant discusses and coordinates personal and project goals, important issues, and objectives. They may administer contracts and purchase orders as assigned by leadership, assist in establishing OCIP or CCIP programs per contract requirements, and draft, transmit, and file correspondence. Additionally, they assist in bidding and developing the scope of work for trade contractors and perform other related duties as assigned.

Requirements

High school diploma or equivalent.
Types a minimum of 50 wpm.
At least 2 years’ experience in secretarial or administrative work.
Working knowledge of Microsoft Word, Excel, PowerPoint, and Outlook and is able to create basic documents and spreadsheets using each application.
Excellent written and verbal communication skills.
Excellent organization skills; develops systems that provide access to information with the ability to retrieve and deliver required information effectively.
Ability to handle multiple tasks simultaneously; can establish priorities and an effective course of action.
Ability to accomplish routine tasks.
Is a team player; works well with other people; takes time to help co-workers, customers, and others achieve their goals and assignments.
Ability to perform essential duties and responsibilities efficiently, accurately, and safely, with or without reasonable accommodation, and without posing a threat of harm to self or others.

Nice To Haves

Previous experience working in an administrative role in a construction company preferred.
Knowledge of basic work methods, techniques and systems used by Layton Construction preferred.
One to two years post high school administrative assistant training preferred.

Responsibilities

Assembles, compiles, and/or prepares documents such as contracts, purchase orders, owner pay requests, project insurances, bonds, Notices of Commencement, legal documents, warranties, owners’ operations and maintenance manuals, and as-built drawings.
Monitors and enforces legal and insurance compliance with respect to all required construction paperwork.
Ensures timely responses from subcontractors for contract paperwork.
Creates and maintains project checklists.
Works with the Superintendent establishing dates for receiving shop drawings and milestones.
Follows up for review and approval for shop drawings, samples, material lists, etc.
Maintains logs reflecting the status of shop drawings, requests for clarification, change requests, and proposal requests.
Distributes change requests and follows up for pricing changes.
Instructs project team in organized filing system and assures its proper use.
Prepares agendas and other preconstruction meeting documents.
Records and/or transcribes minutes at the preconstruction meeting.
Prepares and issues change orders to subcontractors and owners for extra work performed on the project.
Assists in estimate and buyout of projects.
Coordinates with project managers to increase understanding of projects and to improve the quality of the project paperwork.
Discusses and coordinates personal and project goals, important issues, and objectives.
May administer contracts and purchase orders as assigned by leadership.
Assists in establishing OCIP or CCIP program per contract requirements.
Maintains required documents for program.
Drafts, transmits, and files correspondence.
Assists in bidding and in developing scope of work for trade contractors.
Performs other related duties as assigned.