Ultimate Staffing | Construction Coordinator- TEMP

17 hours ago

santa ana, United States Ultimate Staffing Full time

We are in need of a temporary Administrative Assistant to provide estimating support to an Estimating Department. Must have Commercial Construction expereince. This role is temp thru March. This is an IN OFFICE role.
Job Description:
POSITION RESPONSIBILITIES AND DUTIES:
Ability to perform all essential duties of Junior Administrative/Jr. Project Assistant
Maintain subcontractor database
Assist with maintaining good business relationship with suppliers and subcontractors
Assist with telephone contact of subcontractors
Prepare proposals, bid packages, and mailings (MBE solicitations)
Maintain faxes in Bid Room
Coordinate w/printer vendors for blueline printing/ordering
Participate in taking bid information on bid day
Update the estimating schedule and bid information boards in estimating department and plan room on a weekly basis
Coordinate advertisements to subcontractor bids on selected projects; monitor trade papers to ensure that all information provided is correctly stated
Secure bidding documents as requested
Set up bid/proposal serial number and official file
Formalize and submit prospective job information sheet and associated documents for division and corporate review
Assist estimator-in-charge with subcontractor outreach for bids; generate subcontractor fax/phone lists, send faxes, assist with drawing/specification distribution; check plan room sign-in sheet for subs working on specific jobs; make phone calls and follow up
Perform quantity surveys as requested
Type and distribute pre-bid conference/job walk written report(s) as prepared by the estimator-in-charge; attend pr-bid conference/job walk as requested
Formalize bid teams; assist in confirming availability of bid team members; publish final list; post lists on bid day
Assist in arranging and formalizing pre-bid bid team meetings; confirm attendance
Prepare bid form and associated document which must accompany the bid form including bid bond and bid envelopeAssist in assembling bid day subcontractor/bidder spread sheets
Review and maintain bid requirements on a bid-by-bid basis; maintain program in conjunction with corporate coordinator
Assist with bid day coordination and /or handle specification sections(s) as required by assignment; set up bid day filing system; copy and make available to bid team members bid forms, specification indexes, telephone quote sheets, etc.
Finalize and distribute formal post-bid reports
Maintain, log and file final bid files and budget files
Update subcontractor databases; update current information including addresses, phone numbers, fax numbers and contacts; periodically issue updated sub lists to Estimating Department
Maintain orderly plan room
Prepare bid packages for interiors proposals including preparation of trade cost breakdowns, drawings lists, GC/Fee breakdown and notes and clarifications
Complete other responsibilities as assigned


MINIMUM SKILLS OR EXPERIENCE REQUIREMENTS:
High School Diploma or equivalent
Two years of business or secretarial school, or the equivalent combination of training and experience
Minimum two years secretarial or clerical experience in addition to above training
Ability to keyboard 45 wpm accurately
Proficient in knowledge and use of word-processing and spreadsheet software
Working knowledge of general office procedures and office machines
Proficient in English verbal communication skills, including professional telephone manner
Proficient in written communications skills, including business writing skills
Reliability, dependability and flexibility

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.

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