The role of the Administrative Assistant (AA) is to support the Operations team, (Construction Managers -CM, Project Managers -PM, and Operations Manager -OM) daily to facilitate smooth running operations. Responsibilities include data entry and update, document management, calendar management and meeting coordination, and project support to include pre-site preparations and bid support. The AA reports to the OM. Proficiency in Microsoft 360 is required.
Daily Responsibilities • Provide day-to-day assistance to CMs by handling administrative tasks and streamlining workflows.
• Verify daily report has been submitted by all foremen for each site. Send email reminder to those in non-compliance. Document non-compliance in report.
• Maintain and update the data center, ensuring all project information is organized and accessible.
• Track and communicate due dates and deadlines to appropriate internal action owners.
• Assist in tracking project progress and updating internal systems to reflect current statuses.
• Ensure timely responses to client inquiries and maintain positive client relationships.
Weekly Responsibilities • Meets and communicates with Operations Team on upcoming work schedule to plan pre-take off target dates.
• Conduct pre-site take-offs to ensure readiness for project execution.
• Create project binders for bid walks and upcoming construction starts with all necessary documentation and resources.
• Weekly scrub of trackers to ensure compliance - on rent, competitive bids, permits, POs, COPs, etc.
• Set up meeting makers and send calendar invites to ensure proper communication for inspections, landlord meetings, pre-cons, etc.
• Coordinate and schedule inspections, ensuring all parties are informed and prepared.
• Request, collect, and manage required documents from clients and upload them to SharePoint.
• Scan hard copies of documents and upload them to SharePoint.
• Pull documentation and reports from client portals as needed.
Monthly Responsibilities • Filing and organization of all hard copy documentation such as job binders, paper safety documentation and permits.
• Supply verification and order requests.
Accountabilities • Accurate and timely data entry and updates
• Thorough document processing, organization, and storage
• Consistent tracking, reporting and follow-through on both internal and external due dates and deadlines.
• Mitigating client escalations by ensuring prompt responses from the team.
Hourly Compensation Range is $23.00 to $28.00
Benefits:
Paid Time Off
Sick Pay
Matching 401(k)
Medical
Dental
Vision
Life
