The role of the Administrative Assistant (AA) is to support the Operations team, (Construction Managers -CM, Project Managers -PM, and Operations Manager -OM) daily to facilitate smooth running operations. Responsibilities include data entry and update, document management, calendar management and meeting coordination, and project support to include pre-site preparations and bid support. The AA reports to the OM. Proficiency in Microsoft 360 is required.
Daily Responsibilities Provide day-to-day assistance to CMs by handling administrative tasks and streamlining workflows.
Verify daily report has been submitted by all foremen for each site. Send email reminder to those in non-compliance. Document non-compliance in report.
Maintain and update the data center, ensuring all project information is organized and accessible.
Track and communicate due dates and deadlines to appropriate internal action owners.
Assist in tracking project progress and updating internal systems to reflect current statuses.
Ensure timely responses to client inquiries and maintain positive client relationships.
Weekly Responsibilities Meets and communicates with Operations Team on upcoming work schedule to plan pre-take off target dates.
Conduct pre-site take-offs to ensure readiness for project execution.
Create project binders for bid walks and upcoming construction starts with all necessary documentation and resources.
Weekly scrub of trackers to ensure compliance - on rent, competitive bids, permits, POs, COPs, etc.
Set up meeting makers and send calendar invites to ensure proper communication for inspections, landlord meetings, pre-cons, etc.
Coordinate and schedule inspections, ensuring all parties are informed and prepared.
Request, collect, and manage required documents from clients and upload them to SharePoint.
Scan hard copies of documents and upload them to SharePoint.
Pull documentation and reports from client portals as needed.
Monthly Responsibilities Filing and organization of all hard copy documentation such as job binders, paper safety documentation and permits.
Supply verification and order requests.
Accountabilities Accurate and timely data entry and updates
Thorough document processing, organization, and storage
Consistent tracking, reporting and follow-through on both internal and external due dates and deadlines.
Mitigating client escalations by ensuring prompt responses from the team.
Hourly Compensation Range is $23.00 to $28.00
Benefits:
Paid Time Off
Sick Pay
Matching 401(k)
Medical
Dental
Vision
Life
