Administrative Assistant

Overview

Administrative support for construction team handling docs, coordination, and office tasks.

Key Responsibilities

• file archiving
• o&m manuals
• contract tracking
• bid coordination
• shop drawings
• purchase orders

Tasks

-Meet time sensitive deadlines with accuracy while maintaining a high degree of customer service. -Coordinate the archiving of project files. -May assist with writing Subcontract Change Orders and coordinating payment of invoices. -Follows up on outstanding documents including subcontracts and contract related documents and correspondence for incorporation into project files. -Participate in the pool of candidates for receptionist backup. -Under the direction of the Executive Vice President or his designee, this position will provide administrative support to the construction group, by performing the following duties: -Coordinate and compile Operations and Maintenance Manuals at project closeout as a customer deliverable. -Coordinate tracking contract status, vendor relations, worker verification logs, and meeting minutes. -Organizes and maintains file system including construction drawings, and files correspondence and other records electronically and in paper files -Reads and routes incoming mail/e-mail. Locates and attaches appropriate file to correspondence to be answered by Manager. -Coordinate proposal and bid package information and coordination of document release. -Coordinate the submittal and shop drawing process with project team. -Write Purchase Order Requisitions for manager approval and processing.

Requirements

• bachelor's
• 4 years
• construction
• sharepoint
• communication
• computer

What You Bring

While performing the duties of this position, the team member is frequently required to stand, walk, sit, use hands, reach with hands or arms and talk or hear. They may occasionally be required to climb or balance, stoop, kneel, or crouch. Must occasionally lift and/or move up to 50 pounds. Specific vision abilities required include close vision. The successful candidate will have bachelor’s degree or four (4) years of experience in an administrative position(s); or the equivalent combination both. Experience in construction or engineering firm is highly preferred. Must possess basic computer skills including the ability to utilize word processing, spreadsheets, software and e-mail. Experience with SharePoint is a plus. The selected candidate will have excellent communication skills. Must be physically present in the Charlotte office.

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About Gray

-Evolved into a global powerhouse blending engineering, architecture, construction, and equipment services into cohesive solutions. -From tobacco barns to mega-projects, the company’s rise reflects its knack for pivoting—absorbing design-build, automation, and digital services under one roof. -Gray engineers complex facilities—semiconductor fabs, advanced battery plants, food and beverage processing sites, data centers, and distribution hubs—by integrating systems early for agile design and execution. -Their projects range from carbon-neutral distilleries and bourbon mash-houses to Amazon logistics centers, Mercedes-Benz assembly lines, Qcells battery parks, and Kraft Heinz plants. -A tapestry of sister brands—Gray AES, Gray Solutions, InLine Engineers, Anderson Dahlen, AD Process Equipment, and NexGen—gives the company depth in automation, specialty fabrication, and real estate. -Unique among general contractors, Gray builds its own process equipment and embeds engineering teams on projects, enabling mid-stream design pivots and tightly coordinated execution. -The company’s blend of family culture, integrated services, and global reach makes it both nimble and reliable on projects that demand innovation and scale.

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