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Construction Administrative Assistant

Gato Flooring

Construction Administrative Assistant

Utica, NY
Full Time
Paid
  • Responsibilities

    Job Description

    GATO FLOORING is actively seeking a highly motivated Construction Administrative Assistant for employment at our Utica, NY location. We work as a subcontractor for general construction, as well directly with governmental and state agencies.

    JOB TYPE:

    Optional Remote work with 3 days per week required in office

    Part-time (30+ hours p/week).

    Potential to become Full-time.

    Hours flexible (Early morning preferred since construction industry, Monday thru Friday

    WHO WE ARE LOOKING FOR:

    Desired Skills and Experience:

    Seasoned Admin Assistant with construction industry knowledge and/or experience preferred but not

    Self-starter who takes initiative, loves building systems/processes and maintains organization

    Microsoft Office proficient

    Demonstrates a passion for one’s work - enjoys working hard and is full of energy.

     

    DUTIES COULD INCLUDE BUT ARE NOT LIMITED TO:

    v Providing clerical, administrative and document control/records management support a construction management team.

     

    v Maintaining project records, incoming and outgoing correspondence and filing systems.

     

    v Assisting in setting up projects and workflow.

     

    v Prepare and submit submittals for each project. Verify all submittal conformity to plans & specifications.

     

    v Prepare materials lists for each project

     

    v General accounting assistance processing purchase orders and invoicing

     

    v Making copies, compiling binders, and scanning and uploading documents into a documents management system.

     

    v Assisting to prepare construction reports including progress reports, among others.

     

    v As directed, preparing, generating, and updating documents, databases and mailing lists.

     

    v Assisting in the review, processing and monitoring of construction contracts and contract certification procedures.

     

    v Maintains contract files, and other contract documents and certificates, and monitors validity of documents.

     

    v Assisting in tracking change orders, change order requests, claims, punch lists, QA noncompliance notices, requests for information (RFI), submittals, transmittals, construction permits.

     

    v At the completion of each construction contract, ensuring receipt of manuals, as-built drawings, warranties, etc., and compliance with established guidelines for distribution and storage of these items.

     

    v Performing related office administrative duties as assigned.

     

    v Organize sample books that come in from vendors

     

    v Send sample books for prospective customers.

     

    v Assist in receiving materials from vendors and organize them by project.

     

    v Review, Track and create calendars for upcoming construction bids.

     

    v Distribute all punch lists and the follow-up as necessary to ensure timely completion of punch list work.

     

     

    MINIMUM REQUIREMENTS:

    v High School Diploma + 2 years of relevant experience or demonstrated equivalency of experience and/or education

     

    PREFERRED QUALIFICATIONS:

    v Experience using Construction Management documents management systems and MS Office software including but not limited to Word, and Excel

     

    v KNOWLEDGE OF: Document control practices, finance, accounting, budgeting, and contract administration.

     

    v ABILITY TO: Work in construction environment, perform the required duties under tight schedule, and work overtime to meet deadlines. Significant attention to detail is required in the preparation of Rim Fire reimbursement packages.

     

    v SKILLS TO: Utilize computers for word-processing, databases, Internet, e-mail and various spreadsheet software applications. Issue and Track status of RFP’s and RFI’s to vendors and trade partners

    WHO WE ARE:

    Gato Flooring is a commercial flooring company, 100% woman-owned, committed to delivering high-quality flooring installations and service.

    Through a collaborative approach with clients, architects, designers, and craft professionals, we focus on mainly public construction projects.

     

     

     

    Company Description

    Gato Flooring is a commercial flooring company, 100% woman-owned, committed to delivering high-quality flooring installations and service. Through a collaborative approach with clients, architects, designers, and craft professionals, we focus on mainly public construction projects.