Construction Administrative Assistant

Daily Responsibilities

• Performing general office support functions including receiving calls, visitors, incoming mail, managing office supplies
• Taking notes and preparing a variety of correspondence or meeting minutes from rough notes or brief or limited comments requiring reference to files, regulations, or previous reports
• Preparing timely correspondence or submittals utilizing a variety of software programs
• Receiving, reviewing, organizing, transmitting, filing, or arranging delivery of a variety of records, correspondence, technical documentation, samples, packages, etc. to ensure timely action by construction managers, contractors, or other key project stakeholders to facilitate or support construction management operations
• Compiling consolidating, coordinating, and organizing a wide variety of data as necessary to support construction management operations
• Formatting and labeling automated documents and reports; establishing and maintaining control logs, preparing data in prescribed format and preparing necessary forms and working files essential to operations
• Tracking construction modifications, contractor requests for clarification, and material submittals for the office assigned projects
• Entering and maintaining program data in electronic databases; establishing and maintaining a variety of automated and manual records systems reflecting technical and administrative data
• Preparing and compiling a variety of reports, correspondence, and program status documents, consolidating information into comprehensive documents and preparing final form for review
• Tracking purchases and receipts and preparing necessary purchase tracking reports for submission
• Maintain spreadsheets and other tracking tools for Ball in Court tracking of tasks required of project team and stakeholders.

Required Qualifications

• High school diploma and a minimum of 5 years of construction administration experience
• Proficient with Microsoft Office software and the ability to create and edit Microsoft word and excel files
• Proficient with Adobe Acrobat and be able to create and edit .pdf documents
• Good written and oral communication, organizational, and interpersonal skills are required
• Ability to bring assignments to completion independently
• Ability to work in a high volume, dynamic team environment
• Proven record of accomplishments of office administration

Preferred Qualifications

• Experience with Construction Management software such as Kahua or Procore
• Experience with editing documents in Bluebeam

Project Details

Size of Project: $460M
SOW: Provide construction administrative services in support of construction management team, FBOP Owner representatives and other stakeholders.

Project Schedule

This is an onsite position requiring a standard schedule of 8 hours per day, 5 days per week. Occasional Saturday work may be required based on project needs.