Preconstruction Administrative Assistant

Description

• Coordinate and respond to appointment and meeting schedule requests using outlook calendar
• Create and prepare proposal covers, table of contents and electronic tabs
• Maintain Building Connected master database
• Assist in getting Egnyte folders uploaded
• Use Building Connected to setup new project with all contract verbiage and safety document requirements; invite subs; and update documents, CSI codes, addendums, monitor sub/supplier review of documents
• Maintenance of notary certification in applicable county
• Assist new hires, transfers, and co-op/intern students on their first day ensuring they have the proper supplies and equipment and information regarding the department
• Prepare expense reports and book travel using Concur Travel and Expense for preconstruction team
• Manage job setup in Procore
• Create project notebook/bid box at start of project
• Track subcontractor/supplier pre-qualifications until they are completed and returned
• Maintain scheduling and tidiness of bid rooms, department copy room, plan room and reference library
• Create and distribute preconstruction agreements for signature
• Enter time in JD Edwards system for billing
• Assist RPD/DM in completing department transfers in SuccessFactors.
• Code miscellaneous invoices to appropriate codes and send to accounting for payment
• Confirm preconstruction charges (time entry, IT equipment, etc.), and correct as needed
• Coordinate Trade Introductions
• Provide day to day administrative support for preconstruction department, including creating and sending correspondence, meeting invites, taking meeting minutes, coordinating catering and conference space, ordering department supplies and business cards, etc.
• Manage office seating assignments
• Manage office tech supplies

Requirements

• Track diverse subs / pre-qualifications
• Aptitude to learn new computer applications and software
• Detailed oriented with the ability to recognize discrepancies
• Bachelor’s degree preferred
• Strong verbal and written communication skills
• Ability to successfully prioritize multiple tasks with competing deadlines
• Must thrive in a fast-paced work environment
• Minimum of one year of work experience in an office environment
• Ability to maintain a high level of confidentiality
• Working proficiency in Bluebeam strongly preferred
• Ability to work in a team environment as well as independently
• Working proficiency in Microsoft Office Suite, including Microsoft Word, Excel and PowerPoint
• Excellent customer service skills
• Proven self-starter

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance