Construction Administration Assistant

Job Summary:

Hoefer Welker is seeking a Construction Administration Assistant to support the CA team with project documentation, organization, and administrative tasks. The Construction Administration Assistant will help track project information, assist with document distribution, and support the Construction Administration Manager and project teams throughout the construction phase.

Essential Functions

Construction Administration Support

• Assist the CA Manager and team with organizing and tracking project information
• Help process and distribute submittals, RFIs, and other construction documents
• Assist with compiling Field Reports, Punch Lists, and other project documentation
• Support the organization and maintenance of project samples and materials
• Assist with distributing large drawing sets and other construction documents
• Help maintain project files in electronic project management systems
• Assist with organizing project displays and construction documentation

Document & File Management

• Help maintain project records and files in both digital and paper formats
• Assist with archiving project documentation and samples at project completion
• Support the team with document tracking and basic data entry

General

• Prepare meeting agendas and notes
• Run weekly RUBO and Labor Reports
• Support studio team members in preparation of written project documentation, including specifications, narratives, letters (word documents) with draft content, format, headers & footers, table of contents, etc.
• Attend weekly studio meetings and update weekly information including project schedules, project teams, RFI and shop drawing reports
• Assist with maintenance of files, filling emails and documents timely
• Front desk backup as required (approximately 10% of time)

Project

• Set up Deltek pursuit schedule from Project Manager notes
• Setup/update Deltek Project Plan from Project Manager notes
• Assist with requests from project analyst
• Assist with tracking quality assurance information request and research
• Assist with maintaining electronic project files
• Coordinate weekly meetings with team to update project information
• Coordinate and schedule meetings with internal and external team members and clients
• Assist with signing and sealing of documents once approval is given

Other duties:

Please note this job description is not designed to cover or contain a comprehensive or exclusive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Education and Experience:

A minimum of a high school diploma with some college coursework preferred. Experience in the Construction Industry highly desirable.

Required Skills/Abilities:

Microsoft Office, Deltek Vantagepoint, and Fastrack Schedule knowledge preferred. Must be able to maintain detailed and organized files. 

• Self-motivated and self-starter with a strong work ethic, personally driven to consistently meet project and performance goals and deadlines
• Ability to work independently as well as with various disciplines, and committed to being an effective, contributing team player
• Embrace new technologies and constantly strive for greater efficiencies through process or technology improvements
• Strong interpersonal skills with the ability to engage with different personality types
• Works well under pressure with multiple tasks and deadlines
• Must demonstrate a high level of accuracy and stable and dependable work performance
• Responds in a timely manner to vendors, consultants, and staff with good written and verbal skills
• Ability to multi-task and meet deadlines while handling the “on-demand” nature of the role

Certifications/Licenses/Registrations:

Possession of a valid motor vehicle operator’s license and willingness to use insured personal vehicle in the courses of employment. 

Equal Opportunity Employer/Veterans/Disabled