Key Responsibilities, Tasks and Activities:

• Support manager and department with administrative duties.
• Assist with all construction invoice inquires.
• Order various materials for jobsite as directed by Project Manager.
• Prepare owner invoices including reimbursable and owner change order payments.
• Request, review all invoices and applicable waivers from subcontractors.
• Prepare permit packages and city business license for Project Superintendent.
• Request insurance certificates from customers.
• Prepare preliminary notices and Notice of completion.
• Organize and maintained all filing systems and filed correspondences.
• Read plans and qualified subcontractor proposal with scope of work
• Prepare public works prequalification package and bid proposals.
• Assist with owner change orders, pending change orders, and subcontractor change orders
• Collect and track of customer and subcontractor’s licenses, insurance and supplier release forms
• Coordinate proposal & bid package information, sub solicitation & preparation of subcontract documents.
• Coordinate with Project Manager and field management to ensure timeline is being met and proper resources are allocated
• Assist with compiling information for company bids and/or submittals and file corresponding documents in a timely manner
• Prepare and distribute field office filing system (start package) for each new community and updating field home site files for each new phase release.
• Prepare project Close-Out package, including all warranties, as built plans and O&Ms.
• Act as liaison between Subcontractors and Owners/Project Managers during each project
• Maintain community files for permits, purchase orders & various construction information.
• Additional administrative duties as assigned

Physical Requirements:

• Prolonged sitting
• Frequent telephone, must be able to speak and hear well enough to communicate with others
• Must be able to see well enough to read the computer screen, drawings, etc.
• Grasping/Feeling: must be able to write, type, manipulate a mouse and use telephone system
• Ability to think and process information quickly, clearly and accurately
• Ability to think and process information quickly, clearly and accurately
• Strong reasoning ability; able to apply common sense understanding to carry out detailed, but uninvolved, written or oral instructions; able to deal logically with problems and people

• Strong organizational skills
• Excellent verbal and written communication
• Ability to successfully prioritize and meet deadlines
• Punctual and reliable
• Computer skills and proficiency including Microsoft office, SFDC and other cloud based products
• Knowledgeable in basic accounting procedures
• Excellent problem-solver
• Strong attention to details and accuracy
• Skilled at multitasking and data management
• Ability to diffuse challenging situations
• Excellent customer service skills
• Detailed oriented, works well under pressure, capable of handling multiple tasks with simultaneous deadlines
• Maintain regular attendance and punctuality relative to daily work schedule
• Team player