Come work with a great team! High-end electrical company is expanding and needs help!
The Administrative Assistant is responsible for assisting the project management team supporting multiple projects from estimating through closeout including: job set up, submittals, billing, warranty, and maintenance. Also supports project managers and estimators. Administrative Assistants have primary responsibility for timing and thoroughness of a variety of processes including RFI logs, change order logs, submittals, RFI’s, bid schedules, project files, project tracking, warranty tracking, customer and manufacturer communication.
Other duties may be assigned.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Project Initiation and Planning
Setup job folders.
Assist with the bid process including estimating, proposals, communicating with suppliers, and fixture counts.
Obtain plans for estimators.
Ensure proposals meet Summit Technology Group standards and are properly approved.
Communicate bid info and project status updates.
Perform follow ups on proposals to gather data on competitiveness of bids.
Perform follow ups on all RFIs and submittals
Maintain RFI, Change Order, and Submittal logs.
Prepare materials for PM meetings.
Assist with customer communication.
Assist and track material orders and their delivery.
Assist with permit submission to AHJs both online and in person.
Coordination with operations team to have issues addressed.
Project Execution, Monitoring, and Controlling
Organize and distribute documents requiring action or review by STG personnel.
Order project specific insurance
Verify that all insurance, workers’ comp and licensure information for all subcontractors is received, up-to-date, and meets Summit requirements.
Create Pre-Liens
Create fixture schedule and manage all aspects as submittals are approved.
Prepare and manage product submittal information
Update internal documentation.
Send out Change Orders to clients ensuring complete standardized cover page, terms, conditions, scope and backup documentation.
Assist with maintenance of the Change Order log
Follow up with clients on Change Order approvals.
Manage incoming communications.
Audit project files to maintain compliance with STG standards.
Project Closing
Archive project documentation including as built drawings, STG warranty, equipment manuals, OEM documentation, and system information
Create owner’s manuals
Corporate Support
Work with accounting department to ensure that vendor/supplier invoices are recorded accurately and client receivables are processed in a timely manner.
Support and promote STG’s customer-focused culture, which encourages collaboration, innovation, accountability, and professional development of all team members.
Other duties as assigned.
SUPERVISORY RESPONSIBILITIES:
None
JOB REQUIREMENTS:
Problem Solving
Detail Oriented
Analytical and critical thinking
Ability to work in a fast paced, changing environment
Ability to properly manage time to complete necessary tasks
Organizational Skills
Ability to multi-task
Ability to create, compose and edit written materials
Strong interpersonal and communication skills
EDUCATION AND/OR EXPERIENCE:
High School Graduate, holder of G.E.D., or equivalent
1-2 years of construction or electrical background
LANGUAGE SKILLS:
Speak, read and write in English
MATHEMATICAL SKILLS:
Basic math skills required
COMPUTER SKILLS:
Comfortable using web-based technologies such as MS Office Suite, Smartsheets, and Sage 100 Contractors.
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Sit, talk and hear
Stand and walk
Use of fingers and hands to operate office equipment
Occasionally lift and/or move up to 30 pounds
Close vision
Distance vision
Color vision
Ability to adjust vision and focus
WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Office environment
Moderate noise level
