Construction Administrative Assistant

Construction Administrative AssistantFred 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/ResponsibilitiesAdministrativeProvide general daily support and completion of all administrative responsibilitiesPrepare written correspondence, ensuring accuracy and consistent formattingProcess, file, and distribute paperworkParticipate in process review, evaluation, and improvementPerform other duties as assignedPre-Construction Activity SupportSet up all electronic files for job start-upEnsure all insurance/bonds, building permits, security deposits, and other necessary documents are orderedAssemble Superintendent book for the job site, which includes all drawingsPrepare exhibits and send with subcontractsCreate and maintain subcontractor and contact lists for each projectPrepare and track all purchase orders, subcontracts and change ordersSet up temporary utilities, job trailers, dumpsters, etc. as neededCompose correspondence for Project ManagersConstruction Phase SupportMaintain ongoing knowledge of the progress of assigned projectsAct as a liaison with clients, architects, subcontractors, superintendents, etc.Provide support to the Project Manager throughout the length of the projectPrepare and distribute weekly reports, photos, schedule updates, and drawing revisionsEnsure drawing revisions are uploaded to Procore and distributed to subcontractors, suppliers, superintendents, and Project ManagersPost-Construction Activity SupportCommunicate with subcontractors for any final change orders, retainer releases, and warranty statementsCancel any company utilities/rentals on the job siteObtain Certificate of OccupancyEnsure all inspection reports are receivedPrepare and submit required documents to landlords or owners are requiredCollect and prepare As-Built drawings for submittalPrepare close-out paperworkTrack subcontractor warranties and all other close-out documentsRequired Skills/AbilitiesExcellent organizational skills and attention to detail with strong follow-up skills and commitment to deadlinesExcellent computer skills, including Microsoft Office – Outlook, Excel, Word, PowerPoint, and AdobeStrong verbal and written communication skillsAbility to work in a fast-paced, ever-changing environmentResourceful, dependable and accountableAbility to be flexible and adapt to changing prioritiesPreferencesExperience working for a Construction company or Architecture/Engineering FirmExperience in an Administrative roleWork Environment and Physical DemandsProfessional office environmentRoutinely use standard office equipment such as computers, phones, photocopiers, file cabinets, and postage machineProlonged periods of sitting at a deskWork ScheduleStandard office hours – Monday through FridayBenefits401KPaid Time Off (PTO)Paid HolidaysMedicalDentalVisionShort Term and Long Term DisabilityVoluntary Life InsuranceNote: 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.