Reno Arena Construction Administrative Assistant

DESCRIPTION

Power Sports Development based out of Downey, CA is looking for an Administrative Assistant to provide direct support to the Director of Capital Construction and General Superintendent, along with the rest of the Construction department, for the Reno Arena.  This position will report to the jobsite office located in Reno, Nevada.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Primary duties and responsibilities include, but are not limited to, the following:

·         Provide proactive & strategic support to the Power Sports Construction team while maximizing productivity; includes typing, faxing, photocopying, answering multiple phone lines, assisting internal employees and external clients, and independently resolving a range of high-level tasks.

·         Update and create weekly reports for the General Superintendent and Director of Capital Construction.

·         Create time-sensitive project documentation such as lien waivers, submittals, contracts, RFIs, and reports as required per contract, etc.

·         Create schedules, generate meeting minutes, and update project/construction schedules via scheduling software.

·         Review, manage, track and organize construction contracts, subcontracts, purchase orders, invoices, change orders, and submittals.

·         Code invoices, track job costs, and manage subcontractor insurance certificates (COIs).

·         Act as a liaison between design teams, architects, engineers, vendors, general contractors, and subcontractors.

·         Handle phone calls, monitor and order supplies, and maintain organization of digital and physical files.

·         Manage the high volume of documentation, financial tracking, and communication required, ensuring construction projects stay on schedule and compliant with regulations.

·         Work with management team on project closeouts, including final inspections and ensuring proper documentation.

·         Utilize wide format printer & scanner to plot, scan and print plans.

·         Proactively complete prequalification’s and other documents in order to submit to Owners and Contractors as requested by the General Superintendent.

·         Collaborate daily with Sr. Project Manager, Superintendents and Safety Manager, ensuring proactive & timely management of projects.

·         Ensure MSDS book updates are completed in a timely manner.

·         Handle highly confidential information with the utmost discretion.

·         Ensure payroll, vacation requests and various complex department calendars are accurately maintained.

·         Any other duties assigned within the scope of this job description.

KNOWLEDGE/SKILLS/ABILITIES

·         Must be able to listen and respond to inquiries in a positive, proactive and professional manner.

·         Strong attention to detail and exceptional organizational skills, particularly in tracking documents and budgets.

·         Excellent communication skills both written and oral.

·         Must possess interpersonal skills to deal effectively with business contacts and employees at all levels of the company.

·         Ability to effectively present information and respond to questions from groups of managers, staff, customers, vendors, professional service providers, and the general public.

·         Must have a proven strong skill level with Microsoft Office Suite, including Outlook, Word, PowerPoint, Adobe and a high skill level in Excel.

·         Ability to utilize computer skills for file allocation, file access, server file access, and general correspondence on a daily, high-volume basis.

·         Ability to adjust priorities on short notice, manage interruptions, work well under pressure, meet deadlines, and partner with Construction staff on projects. 

·         Familiarity with Construction Cost Codes and general accounting preferred.

·         Experience with construction software such as Procore, Viewpoint, or TimberScan, and Microsoft Project preferred. 

·         Ability of complex reading, writing, math, data entry, and task completion skills are required.

·         Must have the following skills: clerical, compiling, coordination, analyzing, instructing, precision working, following instructions, influencing others, memorization; strong problem solving, independent judgement and decision making.

·         Flexible working all shifts including holidays, nights, and weekend hours as business needs dictate.

·         Must be a minimum of 21 years of age.

EDUCATION and/or EXPERIENCE

·         Minimum 3-5 years’ construction clerical experience is required, or any combination of education, training, or experience that provides the required knowledge, skills, and abilities.

·         Valid drivers license and ability to provide MVR annually.  

PHYSICAL DEMANDS

·         While performing the duties of this job, the Team Member is frequently sitting, standing, walking, occasionally reaching overhead, bending over, crouching, kneeling, crawling, climbing, and balancing during the duration of their shift. Occasional site visits with PPE provided by the company.

·         Must be able to push/pull and lift/carry up to 25lbs occasionally and 10lbs or less constantly.

·         The Team Member will have occasional repetitive use of both feet and constant repetitive use of both hands. Frequent light and occasional firm/strong grasping motions will be required as well as constant finger dexterity.

·         Constant use of vision abilities is required including distance, depth perception, field of vision, and color vision.

·         Occasional driving of car and golf cart around job site.

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

WORK ENVIRONMENT

·         Work performed indoors, alone and frequently with and around others. Team Member will perform work face-to-face including verbal contact with others on extended shifts around computer equipment.

·         The noise level in the work environment is usually moderate but can be loud at times.

·         Team Member may be exposed to slippery surfaces/mud, dirt/dust, extreme heat/cold, wet &/or humid conditions, and fumes/odor.

·         Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.