Construction Administrative Assistant

Job Description

The Construction Administrative Assistant is an integral member of the company’s operations team. This individual will work directly with our Business Operations Manager and Administrative Specialist to facilitate accounts payable, accounts receivable, and subcontract compliance as primary roles of this position. This person would report directly to our Business Operations Manager and company Principals.

In this position, you will be responsible for office administrative tasks in support of all construction processes and business operations. To succeed in the role, the candidate must be self-motivated, ambitious, and organized. You must have exemplary communication skills, be detailed oriented, have strong time management skills, and a sense of urgency to deliver on commitments within critical deadlines.

We are looking for a candidate who can work independently but also be a member of the project team. We strive to provide a collaborative and creative environment where each employee is encouraged to contribute to our processes, decisions, planning, and culture.

The Construction Administrative Assistant will likely be involved in all aspects of the job duties listed below; however, the primary role will be as described in the accounts payable, accounts receivable, subcontracts compliance, and general administrative descriptions. The ideal candidate for this position would have a background in, and passion for bookkeeping and data entry.

Job Duties:

ACCOUNTS PAYABLE

Ticket and date stamp all invoices and receipts that are received in AP email inbox.

Download and process reoccurring invoices.

Follow up with company team members to ensure all field receipts/slips are received in a timely fashion to reconcile credit card statements.

Daily monitoring of all PM and Exec AP inboxes to make sure invoices are processed and paid by due dates.

ACCOUNTS RECEIVABLE/BILLING

Review po/sub status reports for each job with Project Managers for updates and then distribute monthly billing reminder emails to all subcontractors.

Monthly printer and plotter report logging and data entry into Sage (Accounting & Project Management program) for billing job cost reports.

Print monthly reports for each job for AR folders.

Compile all required backup for project billing.

SUBCONTRACTS & COMPLIANCE

Compile, lock and distribute subcontract documents once reviewed and approved by Project Managers.

Follow up with subcontractors and vendors for executed contracts and certificates of insurance prior to project start dates.

Request and review updated certificates of insurance from all subcontractors upon expiration date.

Asist with periodic updates to the Project Manager and Project Executive.

GENERAL ADMINISTRATIVE

Print and log project plans on plotter for estimating, project management, and field team.

Assist with company calendar and scheduling.

Create spreadsheets if/when needed.

Scanning as needed.

Filing.

ESTIMATING

Update company calendar with new bid opportunities.

Set up file and folder assemblies on company server.

Filling out bid documents and preparing for submission.

RFQ’S & PROPOSALS

Assist team with drafting Request for Qualifications and Proposals

MARKETING

Assist Marketing Manager with drafting social media and marketing content.

Assist with company webpage and social media updates.

Attend networking events to represent company.

SAFETY & QUALITY CONTROL

Assist Safety Coordinator with company safety and quality control related tasks to include:

Compile safety and labor postings for construction field office upon project commencement.

Send, track, and receive weekly safety emails and documentation to and from the field.

Compile meeting minutes for company safety meetings.

Track and file daily reports from the field.

Verify field compliance with company safety requirements.

Experience:

College degree (preferred).

Background in bookkeeping and data entry (preferred).

Strong verbal and written communication skills.

Strong interpersonal skills.

Attention to detail and organization.

Creative problem-solving skills.

Ability to manage multiple tasks under strict deadlines.

Proficiency in MS Office including (but not limited to) Word, Excel, Outlook.

Prior construction related experience (preferred).

Experience in Sage 300 CRE project management and accounting software is a plus.Company Description

Commercial General Contractor / Construction Manager / Design Builder