Administrative Assistant

We are growing and are looking to add a Administrative Assistant for our Construction Regional Manager that will support projects in Texas and Oklahoma. This is a full-time position with a Monday to Friday schedule and will be provided with great benefits. The ideal candidate will have construction experience in an administrative capacity. The role would work out of West Fort Worth.

Requirements:

Primary Functions:

The Administrative Assistant is the link between the jobsite, office, and project ownership, by performing contract administration support, tracking and document control; leading the submittal, RFI and change order processes; developing subcontracts; tracking labor, materials, and equipment; and procuring permits.

Required Education / Experience:

• A minimum of 2 years of industry experience at a similar capacity;
• Or, a minimum of 5 years of administrative responsibilities in any industry.

Duties and Responsibilities:

• Develop full understanding of the scope and interdependence of all contract documents.
• Manage effective document control mechanisms for the project to ensure that work is performed in accordance with contract documents.
• Work with Project Manager to prepare, administer, and process subcontracts.
• Work with Project Manager to evaluate change order requests including design changes, specifications and drawing releases and reports status.
• Work with Project Manager to evaluate submittals of shop drawings, material data and samples and facilitates appropriate action based upon contract specifications. Responsible for input of all submittals into Contract Manager. Process and track submittals through Contract Manager for upcoming jobs.
• Work with Project Manager to review and process as-built drawings to ensure that all changes during the course of construction are recorded.
• Review the project schedule and assist Project Manager in the maintenance of it as requested.
• Participate in schedule development related to submittals and long lead items. Prioritize contract release to meet schedule.
• Manage the request for information (RFI) process to facilitate the timely exchange of information between designer, owner, and contractor.
• Assist Project Manager in the maintenance of effective cost control mechanisms for the project.
• Complete project close out requirements in accordance with contract documents.
• Coordinate meeting agendas, prepare minutes and follow up on action items. Represent company/project in meetings with clients, subcontractors and consultants as required and directed. Ensure meeting minutes are accurate and timely.
• Compose and/or edit letters, memos, reports, and procedures as required.
• Work with project manager and superintendents to collect, evaluate, and approve subcontractor invoices and prepare contractor application for payment.
• Track and collect payment lien releases as required.
• Maintain effective and professional relationships with owners, architects, engineers, and contractors. Act as a liaison between Owners, Architect, Subcontractors, Project Management, home office management, and other departments.
• Assist with bidding including the following: responsibility may include creating and verifying the subcontractor invitation list, ensuring a minimum of three subs per trade, establishing and qualifying the list of subcontractors to bid on respective jobs, distributing instruction to bidders, follow up and receipt of bids and breakdown of scope and cost.
• Execute additional duties and responsibilities as assigned.

Skills And Knowledge Required:

• Knowledge and understanding of construction and related processes, as well as industry practices.
• Knowledge and understanding of the roles and interdependence between the contractor, designer and owner.
• Knowledge, thorough understanding, and management of construction documentation (contracts, change orders, submittals, RFIs, etc.).
• Excellent communication, organizational and supervisory skills.
• Knowledge and understanding of construction scheduling, cost control and quality control.
• Effective computer skills including proficient use of Word, Excel, Outlook, Adobe, and skills with project management and scheduling database software preferred.
• Effective verbal and written communication skills, including the ability to build and maintain effective interpersonal relationships.
• Ability to read and comprehend technical drawings and blueprints a plus.
• Ability to demonstrate the competencies of achieving results, initiative, teamwork and analytical thinking.
• Commitment to honesty, integrity, quality of work and customer satisfaction.
• Must possess valid unrestricted US Driver's license and present proof of insurance.

Work Environment:

• While performing the duties of this job, the employee must regularly work in an office and or construction jobsite environment.
• Percentage of time in each environment will vary per assignment.

Physical Requirements:

• While performing the duties of this job, the employee must regularly sit, stand, walk, talk, or hear and use hands and fingers.
• Frequently reach with hands and arms; occasionally climb or balance and stoop, kneel, crouch or crawl. Specific vision abilities required by this job include close vision, distance vision, depth perception and ability to adjust focus.
• Must frequently lift and or move 10 pounds and occasionally lift and or move up to 15 pounds.