Administrative Assistant Construction

Construction Administrative Assistant

Fred Olivieri Construction Company is currently looking for a full-time Construction Administrative Assistant. This position is responsible for general administrative support and specific responsibilities relating to the pre-construction, construction, and post construction activities. The ideal candidate must have very strong multi-tasking, communication, and organizational skills as well as strong clerical and computer skills. Attention to detail is an essential quality needed for this job. Must be able to work well under pressure while handling multiple deadlines on a day-to-day basis.

Duties/Responsibilities

Administrative

• Provide general daily support and completion of all administrative responsibilities
• Prepare written correspondence, ensuring accuracy and consistent formatting
• Process, file, and distribute paperwork
• Participate in process review, evaluation, and improvement
• Perform other duties as assigned

Pre-Construction Activity Support

• Set up all electronic files for job start-up
• Ensure all insurance/bonds, building permits, security deposits, and other necessary documents are ordered
• Assemble Superintendent book for the job site, which includes all drawings
• Prepare exhibits and send with subcontracts
• Create and maintain subcontractor and contact lists for each project
• Prepare and track all purchase orders, subcontracts and change orders
• Set up temporary utilities, job trailers, dumpsters, etc. as needed
• Compose correspondence for Project Managers

Construction Phase Support

• Maintain ongoing knowledge of the progress of assigned projects
• Act as a liaison with clients, architects, subcontractors, superintendents, etc.
• Provide support to the Project Manager throughout the length of the project
• Prepare and distribute weekly reports, photos, schedule updates, and drawing revisions
• Ensure drawing revisions are uploaded to Procore and distributed to subcontractors, suppliers, superintendents, and Project Managers

Post-Construction Activity Support

• Communicate with subcontractors for any final change orders, retainer releases, and warranty statements
• Cancel any company utilities/rentals on the job site
• Obtain Certificate of Occupancy
• Ensure all inspection reports are received
• Prepare and submit required documents to landlords or owners are required
• Collect and prepare As-Built drawings for submittal
• Prepare close-out paperwork
• Track subcontractor warranties and all other close-out documents

Required Skills/Abilities

• Excellent organizational skills and attention to detail with strong follow-up skills and commitment to deadlines
• Excellent computer skills, including Microsoft Office Outlook, Excel, Word, PowerPoint, and Adobe
• Strong verbal and written communication skills
• Ability to work in a fast-paced, ever-changing environment
• Resourceful, dependable and accountable
• Ability to be flexible and adapt to changing priorities

Preferences

• Experience working for a Construction company or Architecture/Engineering Firm
• Experience in an Administrative role

Work Environment and Physical Demands

• Professional office environment
• Routinely use standard office equipment such as computers, phones, photocopiers, file cabinets, and postage machine
• Prolonged periods of sitting at a desk

Work Schedule

• Standard office hours Monday through Friday

Benefits

• 401K
• Paid Time Off (PTO)
• Paid Holidays
• Medical
• Dental
• Vision
• Short Term and Long Term Disability
• Voluntary Life Insurance

Note: Fred Olivieri Construction Company participates in the Ohio Bureau of Workers' Compensation Drug Free Safety Program. In compliance with this program, the company conducts pre-employment background checks and drug screens for all positions. This company is an E-Verify and equal opportunity employer. In exchange for your talents, we offer competitive compensation and benefits.