Construction Administrative Assistant

Project Details (Size, SOW, Site Background, etc.):

Daily Responsibilities: 

• Performing general office support functions including receiving calls, visitors, incoming mail, managing office supplies, perform a variety of administrative, clerical, and data collection tasks
• Taking notes and preparing a variety of correspondence or meeting minutes from rough notes or brief or limited comments requiring reference to files, regulations, or previous reports
• Preparing timely correspondence or submittals utilizing a variety of software programs
• Receiving, reviewing, organizing, transmitting, filing, or arranging delivery of a variety of records, correspondence, technical documentation, samples, packages, etc. to ensure timely action by construction managers, contractors, or other key project stakeholders to facilitate or support construction management operations
• Compiling consolidating, coordinating, and organizing a wide variety of data as necessary to support construction management operations
• Formatting and labeling automated documents and reports; establishing and maintaining control logs, preparing data in prescribed format and preparing necessary forms and working files essential to operations
• Tracking construction modifications, contractor requests for clarification, and material submittals for the office assigned projects
• Entering and maintaining program data in electronic databases; establishing and maintaining a variety of automated and manual records systems reflecting technical and administrative data
• Preparing and compiling a variety of reports, correspondence, and program status documents, consolidating information into comprehensive documents and preparing final form for review
• Tracking purchases and receipts and preparing necessary purchase tracking reports for submission
• Arranging meetings or conferences to include locations, schedule, agenda, reservations, and attendance lists.
• Maintain spreadsheets and other tracking tools for Ball in Court tracking of tasks required of project team and stakeholders.

Required Qualifications (Experience, Education, Certifications, Clearances, etc.): 

• Shall have a High school diploma and a minimum of 5 years of construction administration experience
• Shall be proficient with Microsoft Office software and the ability to create and edit Microsoft word and excel files. Shall be proficient with Adobe Acrobat and be able to create and edit .pdf documents.

• Good written and oral communication, organizational, and interpersonal skills are required

• Ability to bring assignments to completion independently

• Ability to work in a high volume, dynamic team environment

• Proven record of accomplishments of office administration

• Shall be a US Citizen

Preferred Qualifications:

• Experience with Construction Management software such as Kahua or Procore
• Experience with editing documents in Bluebeam

Work Schedule: