Project Administrative Assistant

7 days ago


Charlotte, North Carolina, United States Catapult Full time
About the Role

Catapult is seeking an experienced Administrative Assistant to support our member, a prominent organization in the Construction Industry. This is an on-site position located in Charlotte, NC.

Key Responsibilities
  • Office Support:
    • Manage office supplies and deliveries
    • Maintain office equipment and services, coordinating repairs and changes as needed
    • Answer phones and greet visitors
    • Finalize and deliver bids and proposals
    • Assist with hiring needs and policies
    • Help maintain office space appearance
    • Support quarterly community service projects
    • Assist with travel plans
    • Support project teams with day-to-day tasks
  • Project Support:
    • In cooperation with Project Management teams, set up projects within company policies, notifying all necessary 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, including Sales/Use Tax Statements and Subcontractor DBE Reports
    • Generate and collect subcontracts and purchase orders according to company policies and owner requirements
    • Administer subcontracts and purchase orders, obtaining required acknowledgements and documentation
    • Generate pay estimates, lien waivers, and change orders for subcontractors
    • 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 Owners, 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 Support:
    • EEO - Research, Generate, Communicate, Report, and 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 and backup for all administrative staff in the building as needed
    • Primary Backup for Office Staff, including:
      • 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, and 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
    Requirements
    • Two years of 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
    • Valid, non-restrictive driver's license and ability/willingness to drive for company business

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