Job Description

·         Responsible for all incoming and outgoing correspondence, meeting minutes & transmittals

·         Manages the invoice and payment processing for all projects, including monthly pay applications

·         Assist with preparing consultant contracts, amendments if necessary and tracking invoices

·         Ordering of architectural drawings when requested

·         Participates in the preparation and periodic maintenance of reports, spreadsheets and other documents utilized to track projects

·         Effectively identifies problems as they occur and takes appropriate steps to solve them

·         Set-up file network for new projects and maintains all associated files

·         Organizes close out documents such as Submittals, O & M’s, RFI’s, Warranties etc

·         Obtain updated insurance information from consultants & contractors upon expirations

·         Maintain all permits, inspection certificates and certificates of occupancy for each project

·         Maintain and update consultant & contractor lists

·         Interacts with owner’s representatives, property managers and accounting departments

·         Assist in creating and coordinating project schedules and maintaining the process for project team adherence and accountability to timelines

·         Organizes meetings with applicable attendees and agendas

·         Key liaison for national account management and procurement projects.

·         Other duties as assigned

Qualifications

·         High school diploma required; college degree preferred with a minimum 5 years of work experience as a construction administrative assistant

·         Proficient in MS Office suite (Outlook, Excel, Word, Project & PowerPoint), and maintain excellent computer skills

·         Sage 300 or equivalent Job Costing Software

·         Team oriented and can perform with limited supervision.

·         Strong understanding of construction terminology

·         General ability to read and understand architectural drawings

·         Knowledge of sustainable building techniques preferred

·         Ability to perform multiple tasks, demonstrate adaptability by often changing assignments on short notice

·         Excellent verbal and written communication skills

Additional Information

We are an equal opportunity employer with a commitment to diversity.  All individuals, regardless of personal characteristics, are encouraged to apply. Our locations are drug-free and pre-employment drug tests are required. Background checks are also required before employment begins.