Construction Administrative Assistant - Santa Teresa, NM (34500)

This position works under indirect supervision and provides administrative and clerical support to Special Projects Operations. The Construction Administrative Assistant deals directly with a diverse group of important external contacts, visitors, and internal contacts at all levels of the organization. Independent judgement and professionalism are required to plan, prioritize, and organize a diversified workload.

Responsibilities

• Assist managers in tracking multiple projects.
• Perform administrative and clerical tasks.
• Maintain data for making transfers of personnel.
• File project documents, create and maintain project schedules.
• Arrange travel and schedule meetings, including taking meeting minutes.
• Process RFI (Request for Information) from contractors and submit to Project Managers.
• Process change orders on request.
• Establish and maintain project logs of RFIs, change order requests, submittals, and transmittals.
• Submit and review timecards and expenses.
• Receive and organize all documents for Assistant General Superintendent.
• Answer and return phone calls.
• Collaborate with management concerning current manpower regarding availability and resources.
• Perform other related duties as assigned to ensure efficient and effective processes and smooth operation of the department.

Requirements

• High school diploma required with 1-4 years of administrative experience.
• Recent college graduate with interest in construction work or pursuing a college degree in engineering or construction is a plus.
• Understanding and proficiency with Microsoft Office Products, with excellent Excel skills.
• Previous experience and understanding of the commercial construction industry.

Skills

• Detail-oriented with strong organizational skills.
• Excellent problem-solving skills and capacity to identify and resolve problems in a timely manner.
• Strong written and verbal communication skills.
• Ability to maintain a high degree of confidentiality and exercise discretion and appropriate judgment in handling sensitive material.
• High attention to detail, accuracy, and thoroughness.
• Mature and self-directed.
• Demonstrated ability to perform customer service with positive results.
• Ability to work independently as well as in a collaborative environment.
• Customer service-oriented.
• Strong planning, calendaring, and organizing skills.
• Flexibility and adaptability.
• Knowledge of operation of standard office equipment.
• Knowledge of clerical and administrative procedures and systems such as filing and record keeping.
• Must be able to pass drug and background check.

Work Environment

The work environment includes both indoor and outdoor settings. Possible exposure to hot and cold temperatures, and all-weather elements such as rain, heat, cold, and snow. This position also requires work at extreme heights, in areas under construction, or in restricted areas such as switchgear rooms, manholes, utility tunnels, crawl spaces, or attics. Work may involve confined spaces and slippery or uneven surfaces, ladders, scaffolds, aerial lifts, catwalks, ditches, and excavations. Work environments include single and multi-story buildings with all exposures typical of a heavy construction site, including portable sanitary facilities.

Physical Demands

• Must be able to bend, stoop, squat, crawl, climb, kneel, balance, push, pull, and reach overhead.
• Lift up to 51 pounds routinely.
• Constantly move about on feet.
• Climb ladders of all types.
• Complete full-day assignments involving overhead work.
• Transition from employee parking area or street into construction work areas and access all levels of the building, even if the only means of access is by OSHA-approved site construction ladder or stairs still under construction but acceptable for use.
• Secure tools and materials from storage areas to complete assigned tasks.
• Possess good vision, normal or corrected, including close vision, distance vision, color vision to discern color-coded wires, peripheral vision, depth perception, and ability to adjust focus.
• Possess good hearing, normal or corrected.
• Must be able to wear personal protective equipment (hard hat, safety glasses, safety vest) at all times.

Schedule

• Must be able to work 8 hours a day, 40 hours per week, with overtime as required, including nights, weekends, and flexible hours to meet project deadlines.