The Personal Assistant is responsible for handling project documentation and correspondence in support of one or more managers.Responsibilities:
Read and analyze incoming memos, letters, and reports to determine their significance and distribute them appropriately.
Create and maintain project information in the project management system; create subcontracts, purchase orders, change orders, and their respective attachments as well as generate transmittals per the Project Managers request for plans and specifications and pay requests.
Correspond on routine inquiries with subcontractors and vendors at the beginning and throughout a project, fax or email correspondence to the field or other locations as needed.
Coordinate invoice routing and monitor payments to subcontractors and vendors.
Enter and maintain client and prospect data in an automated system.
Generate and edit contract-based documents through contract negotiations to produce final AIA owner contract documents. Produce owner AIA change orders as required.
Answer and direct phone calls or take messages for appropriate parties.
Verify insurance certificates and follow up to ensure proper coverage is in place.
Notarize, copy, and distribute monthly pay applications.
Prepare agendas for meetings and make arrangements, such as coordinating catering for luncheons, committees, and other meetings.
Preparing plans and specifications for pickup/shipment.
Perform general administrative duties such as but not limited to; filing, photocopying, taking and distributing meeting minutes, managing schedules, coordinating travel arrangements, scheduling appointments with internal and external parties, providing back up to switchboard, ordering supplies, sorting and distributing correspondence, and maintaining database records.
Requirements:
1-2 years of experience providing administrative support preferably in the automotive industry
Knowledge of administrative and clerical procedures and systems such as word processing, e-mail, spreadsheets, and managing files and records and other office procedures at a proficient level.
General basic knowledge of and ability to learn management software such as Odoo and other related programs and systems
Physical:Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight 50 lbs; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to travel to other locations using various modes of private and commercial transportation; and to verbally communicate to exchange information.Salary:$16.75 - $22.00 per hourBenefits:401(k)Dental InsuranceHealth insurancePaid time offVision insuranceSchedule:8-hour shiftMonday to FridayAbility to commute/relocate:Bolivar, TN 38008: Reliably commute or planning to relocate before starting work (Required)Assembly:1 year (Preferred)Job Category:ShopJob Type:Full TimeJob Location:Choate Engineering PerformanceJob Categories:Office
Job Types:Full Time
Job Locations:Choate Engineering Performance
