Administrative Assistant

We are seeking a proactive, self-starter Administrative Assistant to join our team. You will create and maintain project information in the CRM system; create subcontracts, purchase orders, change orders, and their respective attachments, as well as generate transmittals per the Manager's request for plans and specifications and pay requests.

Hours for the are from 9:00 am - 3:00 pm, Monday - Friday.

Responsibilities:

• Experienced, organized office administrative professional with multitasking capability
• Read and analyze incoming memos, letters, and reports to determine their significance and distribute them appropriately.
• Correspond on routine inquiries with subcontractors and vendors at the beginning and throughout the duration of a project, email correspondence to the field or other locations as needed, and confirm receipt of correspondence.
• Coordinate invoice routing and monitor payments to subcontractors and vendors.
• Enter and maintain client and prospect data in the contact management system.
• Generate and edit contract-based documents through contract negotiations to produce final owner contract documents. Produce owner change orders as required.
• Answer and direct phone calls or take messages for appropriate parties.
• Verify insurance certificates and follow up to ensure proper coverage is in place.
• Copy and distribute monthly pay applications.
• Prepare agendas for meetings and make arrangements, such as coordinating catering for luncheons, for committee, and other meetings.
• Preparing plans and specifications for pickup/shipment.
• Perform general administrative duties such as but not limited to; filing, photocopying, taking and distributing meeting minutes, managing schedules, coordinating travel arrangements, scheduling appointments with internal and external parties, ordering supplies, sorting and distributing correspondence and maintaining database records.

Requirements:

• High School Diploma, GED, or equivalent.
• 3-5 years of experience providing administrative support.
• Knowledge of administrative and clerical procedures, such as e-mail, spreadsheets, managing files and records, and other office procedures.
• Proficient in MS Office.
• Xero/QuickBooks accounting management system
• General basic knowledge of and ability to learn project management software.
• Exceptional organizational, time, task, and resource management skills.
• Willingness to work in a small office environment.
• Team-oriented fosters working collectively