Construction Office Administrator

Position Summary

We are currently seeking an experienced and self-directed Temporary Construction Office Administrator. We're seeking someone who's strong point is getting things done. Someone sharp, self-motivated, energetic, urgent, a go-getter, caring, and overall, wants to work for a greater good. This Office Administrator will handle the majority of the administrative tasks required for a General Contractor's office and its functions to run smoothly. Therefore, they need to possess the following skills at a strong level: communication, detail oriented, time management, critical thinking, computers, online processes, calendars, cloud-based software for saving files, Word, Excel, PDF editing, etc. This is a 100% in-office position, therefore, there will not be any remote work and collaboration with team members is a must. The minimum hours required are from 8:30 am to 5:30 PM, Monday - Friday. On top of incredible opportunity for growth, this position offers a competitive salary (weekly pay) and benefits such as health insurance, Holidays, and paid time off.

Essential Duties and Responsibilities

• Serves as general administrative support to the company's Executive Team and overall Office.
• Answering phones.
• Checking voicemail.
• Returning calls, recording information, and relaying messages.
• Coordinating Executive Team's Calendars on Microsoft Outlook.
• Greeting visitors and preparing Conference Room for meetings if necessary.
• Maintaining neat, organized, and clean office environment for high performance and functionality.
• Uses cloud-based software like Microsoft Sharepoint and OneDrive to save, set up, and organize new files/documents.
• Coordination of Check Printing for Subcontractors.
• Review Invitations to Bid and Contract Requirements – internal communication making Team aware of crucial dates.
• Obtaining Certificates of Insurance, W9 and Vendor/Subcontractor Documentation.
• Complete prequalification, new vendor, credit card authorization forms, etc.
• Support Marketing Campaigns and communicate with Vendors on all documentation/files needed.
• Purchasing – ordering necessary office supplies and maintaining inventory.
• Purchasing – ordering necessary project-related finish material (from time to time), if required.
• File all necessary paperwork, invoices, project documents, etc.
• Open mail and coordinate with departments to execute what is necessary.
• Work with vendors and/or subcontractors following up on anything miscellaneous pending.
• Printing and organizing hard copies of drawings/plans for office and job sites.
• General day-to-day office tasks that require administration.
• Follow up order acknowledgements and delivery dates when necessary.
• Attend weekly Staff Meetings and recording of meeting minutes – disbursement to entire Team.
• Checks contractor Payment Applications for accuracy and maintain lien waivers.
• Collects and saves RFI's and Submittals while preserving, organizing, distributing, and maintaining drawings including all document revisions.

Knowledge, Skills and Abilities

• 100% In Office Position – No Remote Work.
• Strong initiative, work ethic, multitasking ability, follow-through, organization and detail-orientation.
• Strong written and verbal communication skills.
• Must be a LEADER and ok working Autonomously.
• Intermediate to Advanced skills with Microsoft Office Suite (Word, PowerPoint, Excel, Outlook.
• Strong interpersonal skills (team player) with all levels of employees, vendors, and tenants.
• Excellent analytical and critical thinking skills.
• Basic understanding of accounting principles.
• Ability to multitask and work in rapid-moving environment

Education & Experience

• Bachelor's degree (BA/BS) and or Associate's Degree from College or University.
• Minimum 3-5 years of related or equivalent experience and/or training, specifically in a construction related field.
• Working knowledge of construction contracts, subcontracts and invoices (AIA format).