Construction Office Administrative Assistant

Vintage Luxury Home is seeking a qualified, professional, and energetic Construction Administrative Assistant and Project Coordinator. Vintage specializes in luxury residential building projects and developments.

Responsibilities

Construction Administration, Organization, Project Coordination and Customer Service professional with the ability to work with co-workers in a cooperative manner while remaining flexible, resourceful, proactive, and efficient with a high level of professionalism, and confidentiality. The ideal candidate is one who can work independently with little to no supervision and has experience supporting supervisors in daily administrative construction tasks.

Candidates considered for the position must possess excellent organizational abilities, meticulous attention to detail, strong verbal and written communication skills and demonstrate success in building interpersonal relationships required to work in a fast- paced, creative and collaborative team environment.

Qualifications

Experience and knowledge in construction terms, requests for proposals, bid summaries, follow up, bidding sourcing and scheduling. Sub-Contractor and office management

• Ability to maintain a high level of confidentiality
• Working knowledge construction processes
• Strong working knowledge of Microsoft Word and Excel
• Superior organizational skills and the ability to prioritize multiple responsibilities while supporting management
• Excellent attention to detail
• Self-starter with a good attitude
• Ability to maintain a professional appearance
• Responsible for office reception area, answering phones, greeting guests and refer callers to appropriate parties.
• Facilitate the subcontractor bid process to include processing, distribution and tracking of all project bidding documentation.
• Follow up to ensure timely receipt of on correspondences and outstanding requests.
• Utilize software programs and templates to process, distribute and track all project documentation.
• Setup job binders and subcontractor files
• Negotiate subcontracts.
• Plan and schedule projects

• Manage jobs in progress including subcontractor coordination, conflict resolution, documentation and ensuring quality and safety on every job.
• Assist with the support, maintenance and preparation of reports, calendars, files and spreadsheets.
• Perform project closeout.
• Preparing 3-week look ahead schedules.
• Prepare agendas and make arrangements for meetings.
• Creating/preparing various items such as letters, bid instructions, meeting minutes, weekly updates, memos, proposals, outlines. Attending meetings when requested by PM.
• Master in Excel (Must understand and be able to enter formulas and functions)
• 2-10 years of experience in construction field
• Proven to be highly self-motivated, strong personal initiative and solid judgment
• Proven to work accurately while under pressure of deadline
• Ability to build and maintain strong working relationships
• Excellent Proficiency with the MS Office Suite including Word, Excel, SharePoint, PowerPoint, OneDrive, outlook and Project Scheduling (preferred), with emphasis on complex Excel spreadsheet capabilities and Word processing.
• Proven leadership and managerial abilities to interact with all levels of management
• Proven analytical skills as a problem predictor, not just problem solver
• Comfortable interacting/interfacing with subcontractors, suppliers and designers
• Self-Motivated with the ability to work independently and as part of a team
• Ability to manage multiple projects simultaneously and flexible in prioritizing work tasks.
• Experience working in web-based applications.
• Contract reading and Comprehension
• Timely, professional and polished in appearance
• Licenses, Bonds, COI’ s and permits knowledge