Construction Administrative Assistant

Job TitleMake a difference, protect lives, and achieve your dreams. Build your career with the industry-leading fire, life safety and security company.Job DescriptionThis position is responsible for organizing, scheduling, and managing the flow of activities for the field technicians. They monitor/adjust the daily schedule as needed to complete the expected and upcoming work in the short term. This position is responsible for collaborating with managers, office staff, sales staff, field technicians, contractors, and customers to ensure smooth and profitable projects from start to finish.Essential Duties & ResponsibilitiesSchedule appointments for clients, answer phones and track clients' service recordsCoordinate and manage assigned jobs, including retrofits, installations, large repair projects, and other project-based work from start to completion.Serve as the primary administrative liaison between project managers, technicians, customers, vendors, and general contractors.Prepare, track, and submit project documentation including contracts, purchase orders, change orders, closeout documents, and customer-required paperwork.Manage project billing process, including invoice preparation, pay application support, collection of supporting documentation, and tracking payment status.Ensure all project documents are maintained in accordance with company standards and customer requirements.Assess the needs of clients and connect them with the correct providerCreate and maintain a directory of providers and resourcesCreate and maintain a database of clients and client needsBill completed service SRs for local accounts.Order any materials needed for the required service.Interact with clients who are not satisfied, putting service and communication techniques into practice and resolving any conflicts professionally and answering inquiries respectfullyEvaluate the quality of all services and identify areas that need improvementsEnsure each client is given the necessary services and follow up to fill ongoing service needsMaintain good relationships with providers and clients to keep customer baseMonitor the services being provided and stay up to date on any services being introduced or discontinuedExpand the list of resources and providers to assure there are no gaps in servicesAnswer telephones and respond to email inquiries in the officePerform other duties assigned by management.Education/QualificationPrevious experience in construction administration, project coordination, service operations, or a related construction industry is required.The ideal candidate should have a minimum of two years in a construction administration role.Knowledge of pay applications, AIA billing, invoicing, lien waivers, change orders, and project documentation is highly recommended.Previous administrative experience preferredProficient skills in Microsoft Office, including Microsoft Word and Microsoft ExcelExcellent customer service and problem-solving skillsHigh-quality organizational skillsThe ability to work well under deadlines and to multitaskThe ability to build relationships and coalitions within the communityExcellent verbal and written communication skillsExcellent critical thinking and problem-solving skillsOther DutiesAdheres to the Code of Conduct, Confidentiality Agreement, and Company Safety Policy.Performs other duties as assigned.Physical RequirementsProlonged periods sitting at a desk and working on a computer.Pay$20 to $27 depending on experience.Weekly pay schedule.Benefits and PerksExcellent payMedical, dental, visionCompany paid life insuranceCompany paid short-term disability401K with employer matchPaid vacation and company holidaysTraining and Career DevelopmentCompany vehicle (if job applicable)Immediate qualification for the ALL In Ownership Plan for all eligible full-time employeesPye-Barker Fire & Safety is an Equal Opportunity Employer. All applicants will be considered for employment without regard to race, color, creed, religion, national origin, ancestry, citizenship status, age, sex, gender, pregnancy, sexual orientation, gender identity, gender expression, genetic information, disability, military service and veteran status, or any other characteristic protected by applicable law.