Administrative Assistant

1 week ago


Charlotte, United States Catapult Full time

At Catapult, we are supporting one of our members, a prominent organization in the Construction Industry, in their search for an Administrative Assistant. This position is located onsite in Charlotte, NC.

Responsibilities:

Office Assistance:

  • Manage office deliveries and office supplies
  • Maintain phones and other office equipment/services and coordinate repairs/changes as needed
  • Answer phones and greet visitors
  • Finalize and deliver bids/proposals
  • Assist with hiring needs and policies
  • Assist in maintaining office space appearance
  • Assist with quarterly community service project
  • Assist with travel plans
  • Assist project teams with various day-to-day assignments
Project Assistance:
  • In cooperation with Project Management team(s), set up projects within Company policies, providing notification to all necessary company personnel
  • Assist project teams as needed
  • Multi-task between 3-10 projects, with varying scopes of work and 4-5 Managers
  • Prepare Owner Billing documents which may include Sales/Use Tax Statements, Subcontractor DBE Reports, Lien Releases
  • Generate and collect subcontracts and purchase orders according to Company policies and owner requirements
  • Administer subcontracts and purchase orders, obtaining required acknowledgements and documentation such as EEO, W-9, and Insurance Certificates
  • Generate pay estimates, lien waivers and change orders for subcontractors according to Company policy for approval by the Project Manager
  • Process vendor invoices and receiving documents
  • Receive, route, track, and retain job records according to company policy
  • Report document deficiencies to Project Managers
  • Interact with Owner, Project Managers, Field Personnel, Subcontractors, and Vendors to complete project closeout
  • Scan and index all pertinent records as documents are generated
  • Maintain a high level of professional ethics and demand the same of all employees
Division Assistance:
  • EEO - Research/Generate/Communicate/Report/Records Retention - in cooperation with EEO Officer, Employee Services and Project Team on all Federally Funded Projects
  • Manage Division Sub Prequalification approval process according to company policy
  • Maintain Project Contracts according to company policy
  • Provide support/back up for all administrative staff in the building as needed and as time allows
  • Primary Backup for Office Staff which includes but not limited to:
    • Greet visitors, manage mail, office deliveries and office supplies, maintain phones and other office equipment/services and coordinate repairs/changes, maintain Division weekly schedule, compile weekly per diem, vehicle registrations/tags/insurance/fuel man cards, weekly fuel man invoice for Division, request Visa cards and collect outstanding Visa statements, order office supplies, birthday cards for Division, process Division expense/mileage reimbursements, order/setup Division lunches
Skills, Knowledge, Qualifications, & Experience:
  • Must have two years Administrative Assistant experience, preferably in the construction industry, or Associates Degree plus one year of experience
  • High School Diploma or GED
  • Strong written and verbal communication skills
  • Proficient in Microsoft Outlook, Word, and Excel
  • Proficient in multi-line switchboard
  • Proficient 10-key operation
  • Proficient use of office equipment including copiers/printers, fax, and postage meters
  • Proficient use of company databases including COINS
  • Must have a valid, non-restrictive driver's license and the ability/willingness to drive for company business


Our member is an EOE and AA Employer.

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