Administrative Assistant

GENERAL JOB SUMMARY

The Administrative Assistant supports the Project Manager, Business Coordinator and AP Administrator with business tasks relating to the Construction Industry.

CORE AREAS OF RESPONSIBILITY

1. Administrative
2. Submittals
3. Purchasing

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

1. General knowledge of construction operations
2. Effective listening skills and ability to understand expectations of tasks to be performed
3. A positive attitude when faced with challenges
4. Work in an organized and proactive manner
5. Proficient with Microsoft Office Suite and Excel
6. Work cooperatively and collaboratively both, independently and as part of a team (team-oriented)
7. Effective and professional communication skills; verbal and written
8. Detail-oriented, able to multi-task, and be flexible
9. Valid California Driver’s License

EDUCATION AND EXPERIENCE 

At least a High School Diploma or GED required and a minimum of two years’ experience in the construction industry and/or a related field.

PHYSICAL DEMANDS AND REQUIREMENTS

The physical demands described here are representative of those that must be met by a team member to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Automobile travel required
2. Regularly required to talk and listen
3. Frequently required to sit, stand, walk, reach, and use hands, arms and fingers
4. Required to move up to 40lbs
5. Constantly moving, walking, stooping, kneeling, climb stairs, crouching, or crawling
6. Routinely use standard office equipment such as computers, phones, photocopiers, and filing cabinets
7. Use hands/fingers and legs to operate, activate, use, prepare, inspect, place, detect, and position materials
8. Specific vision abilities required; including close vision, depth perception, and ability to adjust focus

CORE AREAS OF RESPONSIBILITY

1. Administrative

• Perform miscellaneous tasks for PM, Business Coordinator, and AP
• Document minutes from weekly meetings
• Prepare monthly billing sheets.

1. Submittals

• Review all project specifications, plans, and contracts.
• Request proposals and confirm scopes.
• Submit submittal packages per customers’ requirements.
• Follow up on approvals.

1. Purchasing

• Research and communicate with vendors for pricing and availability.
• Receive order requests and issue PO.
• Contact vendors to place orders.
• Enter and commit cost per PM’s approval and coding into Sage.
• Post to Job Cost
• Review and file signed receivers.
• Reconcile open orders/close open orders over 90 days.
• Work with AP for vendor statement reconciliations
• Renew vendor quotes.