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Campus Construction Management Group is seeking an Administrative Assistant to provide administrative support to our project team in Port Byron, NY & Liverpool, NY(mileage reimbursement after 40 miles of travel). Campus is a leading construction management firm that primarily serves education clients throughout New York State. We are recognized by the Democrat and Chronicle as one of Rochester's Top Workplaces, we offer competitive benefits including an employee stock ownership plan (ESOP), and we promote an environment of professional development and creative thinking that demonstrates our commitment to hiring and retaining the best people in the industry.

JOB SUMMARY:

The Administrative Assistant is responsible for providing administrative support to one or more Project Teams either in the office or in the field.

General

• Assists in Contract Document process for new projects as requested by the Project Manager.
• Ensures continuance of office functions in supervisor’s absence.
• Maintains office supplies, as needed.

Administrative

• Compiles Bidder’s List for new projects as assigned.
• Distributes Invitation to Bid to potential Prime Contractors from Bidder’s List.
• Compiles all Bid Day Documents, such as Bid Tabs and Sign in Sheets.
• Generates the Letter of Intent (LOI) for contractors who are awarded contracts during the bidding process, as requested.
• Generates AIA documents between Owner and contractors for each contract awarded per project.
• Types correspondence, including letters, memos and meeting minutes, as requested by the Field Manager or Project Manager.
• Prepares all Applications for Payment monthly.
• Logs and processes each contractor’s Applications for Payment in the Campus Construction system, including initial set-up of the Schedule of Values.
• Ensures receipt of certified payrolls.
• Compiles the submittal log (register) for each project using the Construction Software.
• Logs, processes and distributes all incoming submittals.
• Logs, processes and, manages contractors’ insurance certificates in the company’s Master Files and Construction Software.
• Logs and distributes all Architect’s Supplemental Instructions (ASI) to applicable Trades, as directed, using the Construction Software.
• Enters all contracts into the Construction Software.
• Ensures all contracts are signed and returned prior to the start of each project.
• Scans and maintains all files in the Master Files in the Company Network Files.
• Prepares or assists in the preparation of monthly reports, as requested.
• Prepares, distributes and tracks all change related issues (e.g., Change Orders, Request for Information, Request for Proposal’s, etc.).
• Maintains ID Badges and documentation, as required for project. This includes maintaining a list of all Trades and Employees, badge numbers, copies of employees’ drivers’ licenses, and applicable OSHA cards.

ADDITIONAL RESPONSIBILITIES:

• Accomplishes all other duties and tasks as appropriately assigned or requested.
• Ability to travel to our Port Byron Location 2-3 times per week.

EDUCATION & EXPERIENCE:

• High School diploma or GED and three (3) to five (5) years of relevant experience.

KNOWLEDGE, SKILLS & ABILITIES:

• Strong computer skills including proficient use of Microsoft Word and Excel.
• Excellent keyboarding skills.
• Ability to take direction from multiple people.
• Working knowledge of standard business procedures.
• Excellent time management and organizational skills.
• Effective verbal and written communication skills.
• Self-directed individual who is a team player.
• A demonstrated ability to handle confidential and sensitive information.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to handle or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell.
• The employee must occasionally lift and/or move up to 25 pounds.
• Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
• While performing the duties of this job, the employee is not exposed to weather conditions.
• The noise level in the work environment is usually moderate.

About Campus Construction Management Group

Campus Construction Management Group specializes in providing construction management services to education clients throughout NY State. We promote an environment of professional development and creative thinking that demonstrates our commitment to hiring and retaining the best people in the industry. There are many good reasons to join the Campus CMG team:

• Employee-owned (ESOP) company
• Recognized as a Top Workplace
• Small-company team atmosphere with open communication
• A mission to provide an environment that promotes opportunity, encourages professional growth and creates value for our employee-owners
• Significant investments in technology and training
• Healthy work/life balance
• Strong community service practices
• Access to upper management
• Equal Opportunity Employer

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person