Administrative Assistant / HPM

About the role

This position provides documentation and correspondence support for one or more managers.

Responsibilities

• Create and maintain project information in the project management system.
• Generate subcontracts, purchase orders, change orders, and their respective attachments; create transmittals for plans, specifications, and pay requests as requested by the Project Manager.
• Correspond with subcontractors and vendors on routine inquiries throughout the project duration; fax or email correspondence to the field or other locations as needed.
• Coordinate invoice routing and monitor payments to subcontractors and vendors.
• Enter and maintain client and prospect data in an automated system.
• Generate and edit contract-based documents through negotiations to produce final AIA owner contract documents; produce AIA 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.
• Greet and welcome visitors, determine the purpose of their visit, and direct or escort them to specific destinations.
• Notarize, copy, and distribute required documents.
• Prepare agendas and make arrangements for meetings, including coordinating catering for luncheons and other events.
• Prepare plans and specifications for pickup or shipment.
• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
• Contact subcontractors and vendors to follow up on signed subcontracts, purchase orders, and change orders.
• Perform general administrative duties, including filing, photocopying, taking and distributing meeting minutes, managing schedules, coordinating travel arrangements, scheduling appointments, providing switchboard backup, ordering supplies, sorting and distributing correspondence, and maintaining database records.

Requirements

• High School Diploma, GED, or equivalent.
• 1-2 years of experience providing administrative support, preferably in the A/E/C (Architecture/Engineering/Construction) industry.
• Knowledge of administrative and clerical procedures and systems, including word processing, email, spreadsheets, and file management at a proficient level.
• Proficient in MS Office and Adobe/Bluebeam; Procore experience preferred.
• General basic knowledge of or ability to learn accounting software and systems.
• Valid Driver’s License required.

Physical Demands and Working Environment

The conditions described below are representative of those an employee must meet to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

• Environment: Work is performed primarily in a standard office environment with extensive public contact and frequent interruptions.
• Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight (up to 50 lbs); to operate office equipment requiring repetitive hand movement and fine coordination, including use of a computer keyboard; to travel to other locations using various modes of private and commercial transportation; and to verbally communicate to exchange information.
• Vision: See in the normal visual range with or without correction.
• Hearing: Hear in the normal audio range with or without correction.