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Administrative Support Specialist

2 months ago

Nashville, Tennessee, United States T.W. Frierson Contractor Full time
Job Summary:

This position supports Project Executives, Project Managers, Senior Project Managers, and field supervision in administrative and coordinating activities of construction projects.

Duties & Responsibilities:
  • Produce subcontract agreements, change orders, purchase orders, and purchase change orders, perform related data entry and storage, distribute to field supervision, and process executed contracts for all projects assigned.
  • Produce owner contract and change orders in AIA software system as well as related data entry and storage for all projects assigned.
  • Produce project drawing logs at the beginning of each project.
  • Download drawings and specifications into Procore software system.
  • Log billings into billing tracking sheet each month.
  • Provide help to PM on gathering backup information for billings as required.
  • Produce compliance report twice per month for all active projects to review status of project documentation receipt, contacting appropriate parties for missing documentation.
  • Call vendors of subcontractors once a month to confirm subcontractor is current with payments.
  • Perform data entry of project estimates at the beginning of projects.
  • Perform data entry of approved owner change orders.
  • Work with project management to request receipt of project close-out documentation from subcontractors, perform data storage of received items and produce O&M manuals for owner.
  • Send out final lien waivers to all project subcontractors and perform related data entry and storage.
  • Produce drawings for field supervision and/or project management as needed.
  • Take meeting minutes at subcontractor coordination meetings, pretrade meetings, and owner meetings if requested.
  • Provide front desk relief for breaks and occasional lunch periods.
  • Take minutes of bi-weekly project management meetings.
  • Perform additional assignments at supervisor's direction or VP of Operation's request.
Position Requirements:
  • Knowledge, Experience & Competencies:
    • Minimum of a high school diploma.
    • Minimum of one year of work experience in a construction environment.
    • Excellent oral and written communication skills, with competencies in business writing, grammar and spelling.
    • Excellent organizational, multi-tasking, and planning capabilities.
    • Good interpersonal skills with customer-service orientation.
    • Ability to perform basic mathematical calculations using a calculator.
    • Ability to produce quality work in an efficient manner with little supervision in an ever-changing environment.
    • Good computer skills including Microsoft Word, Excel, Outlook, and internet-based applications; prefer experience with Vista by Viewpoint construction software, Procore, AIA software, and Bluebeam.
    • Ability to operate basic office equipment including computer, printer, copier, fax, and scanner.
    • Ability to work Monday through Friday, at least eight hours per day, five days per week between the hours of 7:00 a.m. and 5:00 p.m.
  • Supervisory Responsibility:
    • None.
  • Travel Requirements:
    • None.
  • Physical Demands of Job:
    • Job is primarily sedentary; occasional lifting of up to 30 pounds, standing, walking, kneeling, squatting, and climbing required.