ADMINISTRATIVE ASSISTANT

CONSTRUCTION PROJECT COORDINATOR & ADMINISTRATIVE ASSISTANT

SCOPE AND RESPONSIBILITIES

The Construction Project Coordinator and Administrative Assistant will directly assist the Director of Construction and Construction Project Managers on multiple large-scale construction projects.

ESSENTIAL JOB FUNCTIONS

Administration of contract documents: preparation and distribution of subcontracts, distribution and documentation of new drawings and schedules, and updating standard subcontract exhibits.

Support team in creation and transmitting various documents (change orders, meeting minutes, RFI’s and submittals).

Collection and tracking of required subcontractor deliverables: insurance certificates, contract and change order execution, waivers, project submittals, etc…

Collection, processing and tracking of subcontractor and vendor invoices/pay requests.

Setup and maintenance of project filing systems.

Assist Project Managers and Owners Representatives in preparing, reconciling, and record keeping of monthly pay applications.

Ensure accuracy of pay applications.

Process check requests, payments and invoices

Audit and process credit card bills and expense report payments and other reimbursements.

Respond to all vendor and subcontractor inquiries, reconcile billing statements, research and correct discrepancies

Maintain files and documentation in accordance with company policy and pay request process

Communicate with subcontractors via phone, email, mail, etc…

Prepare payroll for separate carpentry group.

Process credit applications.

Handle accounts, make bank deposits, maintain ledgers and pay bills.

Provide financial information for business analysis and auditing when needed

Assist with front desk duties and other projects as needed.

LEADERSHIP

The right candidate will have the ability to perform and succeed as a team player in a fast paced, dynamic work environment.

PERSONAL SKILLS

Highly organized

Basic bookkeeping and accounting abilities

Ability to solve unstructured problems

Ability to effectively work on multiple projects and/or assignments.

Ability to execute

TECHNICAL SKILLS

Strong knowledge of Microsoft Office, including Excel and Word

Excellent research skills and ability to compile data

General knowledge of the development and contracting business

Equal Opportunity Employer/Veterans/Disabled

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The Company will consider qualified applicants with arrest and conviction records