Project Assistant

About the role

The Project Assistant provides essential administrative and project coordination support to construction teams to ensure projects run efficiently and documentation is accurate and complete. This role is responsible for managing project records, tracking key deliverables, coordinating communication with subcontractors and internal teams, and supporting contract and compliance processes. The Project Assistant plays a critical role in maintaining organization, driving timely follow-up, and upholding Layton’s standards of quality, integrity, and operational excellence throughout the project lifecycle.

Responsibilities

• Assembles, compiles, and/or prepares contracts, purchase orders, owner pay requests, project insurances, bonds, Notices of Commencement, legal documents required for project start/completion, warranties, owners’ operations and maintenance manuals, and as-built drawings for closeout; monitors and enforces legal and insurance compliance with respect to all required construction paperwork, including paperwork required in-house.
• Assists in buyout of projects by verifying prequalification of subcontractors to include completion of safety and financial review.
• Instructs project team in organized filing system and assures its proper use; performs periodic audits to ensure executed contract documents (subcontracts & subcontract change orders) are filed in project BOX folder.
• Prepares agendas and other meeting documents as directed by project team; records and/or transcribes minutes as directed.
• Ensures timely responses from subcontractors for contract paperwork.
• Creates and maintains project compliance items as required by owner and Layton contract; upon VP/Project Team approval, disburses payment to compliant subcontractors.
• Assists in establishing OCIP or CCIP program per contract requirements and maintains required documents for program.
• Administers contracts and purchase orders assigned by project team including initiating CMIC workflow; monitors progress of CMiC workflow for subcontract and subcontract change order approvals (including eSign); prepares and issues change orders to subcontractors and owners for extra work performed on the project.
• Coordinates with project team to ensure planning for project milestones including permitting, groundbreaking, topping off, and project closeout are met.
• Discusses and coordinates personal goals and important issues and objectives.
• Drafts, transmits, and files correspondence.
• Performs other related duties as assigned.

Qualifications

• High school diploma or equivalent.
• Types a minimum of 50 wpm.
• At least 2 years’ experience in secretarial or administrative work.
• Proficient in Microsoft Word, Excel, PowerPoint, and Outlook and able to create and edit legal documents and spreadsheets using each application.
• Excellent written and verbal communication skills.
• Excellent organization skills; develops systems that provide access to information with the ability to retrieve and deliver required information effectively.
• Ability to handle multiple tasks simultaneously; can establish priorities and an effective course of action.
• Ability to accomplish routine tasks.
• Team player; works well with others; takes time to help co-workers, customers, and others achieve their goals and assignments.
• Ability to perform essential duties and responsibilities efficiently, accurately, and safely, with or without reasonable accommodation, and without posing a threat of harm to self or others.
• Previous experience working in an administrative role in a construction company preferred.
• Knowledge of basic work methods, techniques and systems used by Layton Construction preferred.
• One to two years post high school administrative assistant training preferred.
• Prior construction industry experience preferred.

Benefits

• Medical Insurance
• Dental Insurance
• Vision Insurance
• Health Savings Account
• Healthcare Flexible Spending Account
• Dependent Care Flexible Spending Account
• 401(k) retirement plan with employer match
• Life & AD&D Insurance
• Long-term Disability Insurance
• Short-term Disability Insurance
• Critical Illness Insurance
• Accident Insurance
• Hospital Indemnity Insurance
• Home & Auto Insurance
• Family Support
• Pre-tax Paid Parking/Public Transportation
• Paid time off
• Time Away Benefits
• Paid Holidays
• Group Legal
• Employee Stock Purchase Plan
• Identity Theft Protection
• Pet Insurance
• Employee Assistance Program