CONSTRUCTION ADMIN ASSISTANT - RAC

Job Summary:

The Construction Administrative Assistant supports the corporate construction staff and performs general office duties.  The position requires excellent communication skills with coworkers and job-site personnel.

Essential Job Duties and Responsibilities:

- Consult with Vice President, Project Managers, Project Superintendents and Project Coordinators on duties assigned.

- Liaison between corporate office and job site/field office(s)

- Prepare credit applications/establish new accounts (RAC/SCH)

- Request and obtain vendor numbers from corporate accounting office on new subcontractors, suppliers and vendors as needed

- Ensure subcontractor & supplier pay requests are submitted & processed by the required date

- Process invoices, credit cards as directed.

- Prepare and obtain necessary lien releases for subcontractors and suppliers

- Run errands as may be necessary (architect’s office, bank for petty cash deposits)

- Sort and distribute mail daily.

- Assist with office operations based on policies and procedures.

- Utilize Timberline/Timberscan to input and track payables.

- Communicate effectively both verbally and in writing with superiors, colleagues, subcontractors, vendors, and individuals inside and outside the Company.

- Distribute and/or file paperwork as directed.

- Coordinate travel plans as needed.

- Receive, prioritize and direct telephone inquiries, coordinate and distribute operational communications for subcontractors and vendors.

- Issue 72-hour Notices and other subcontractor correspondence as directed by Project Manager, Project Superintendent or Assistant Project Superintendent

- Maintain Serial Number logs

- Request and maintain Certificate(s) of insurance with required limits on all subcontractors

- Obtain W-9 Taxpayer Identification on all subcontractors, suppliers and vendors

- Contract Status report

- Notice to Owner report

- Daily logs

- Permit number list

- Plan deposit list

- MSDS from subcontractors & suppliers

- Punch management acceptance

- Sworn Statement of Account

- Vendor List

- Warranty List

- Construction completion tasks to prepare for management turnover

- Other miscellaneous duties as requested

Essential Knowledge, Skills and Abilities:

- Strong knowledge of Microsoft Office programs, particularly Word and Excel.

- Good organizational and prioritization skills.

- Good verbal and written communication skills.

- Effective as a team-oriented problem-solver.

- Pursue job duties with a strong sense of urgency and little supervision.

- Valid driver’s license with ability to operate a motor vehicle.

- Work under multiple time constraints.

- Operate office equipment – computer, adding machine, copier, and scanner.

- Ability to read, write, compute basic math.

Education and Experience:

- High School diploma or equivalent

- One to two years’ office environment and clerical experience, preferably in a construction office

Physical Demands:

- Work in an office environment with a computer for a minimum of seven hours daily either standing or sitting

- Must be able to perform physical activities such as, but not limited to, sitting, standing, bending, twisting, climbing stairs, or walking

- Must be able to write proficiently in a manner that all who read the printed material will understand

- Must be able to effectively communicate in e-mail, by phone, or in person during the course of the workday

- Operate a motor vehicle for company business