Project Assistant - Mission Critical

BCCI•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 communications with subcontractors and internal teams, and supports contract and compliance processes. It helps maintain organization, ensure timely follow-up, and uphold Layton’s standards of quality, integrity, and operational excellence throughout the project lifecycle. The position prepares and manages construction project documents, monitors legal and insurance compliance, coordinates shop drawing and project milestone follow-up, maintains logs and filing systems, and supports meetings, change orders, estimating, bidding, and contract administration. The Project Assistant also coordinates with project managers and other team members to improve project understanding and paperwork quality.

Requirements

High school diploma or equivalent.
Type at least 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.
Excellent written and verbal communication skills.
Excellent organizational skills, including developing systems that provide effective access to, retrieval of, and delivery of information.
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, 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.
Promote “Constructing with Integrity” through honesty, unity, safety, and quality of work.
Assemble, compile, and prepare 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 project closeout.
Monitor and enforce legal and insurance compliance for required construction paperwork, including in-house paperwork.
Ensure timely subcontractor responses for contract paperwork.
Create and maintain project checklists.
Work with the Superintendent to establish dates for shop drawings and project milestones, and follow up on review and approval of shop drawings, samples, material lists, and related items.
Maintain logs for 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 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 the project.
Assist with project estimating and buyout.
Coordinate with project managers to improve project understanding 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.