Job Summary:
Must be local within 45 min
We are looking for a detail-oriented Administrative Assistant Level 1 to support our Project Manager and field teams in the successful execution of projects. The ideal candidate will be proficient in administrative tasks, project management software, and effective communication, ensuring that all project-related documentation and processes are handled efficiently.
Key Responsibilities:
- Utilize Procore for managing all new and upcoming projects.
- Proficiently use Microsoft Office software, including Word, Excel, Project, and PowerPoint.
- Attend online Procore training sessions and obtain relevant certifications.
- Assist the Project Manager and field team with assigned projects, providing administrative support as needed.
- Aid the Project Manager in creating and tracking submittals and Requests for Information (RFIs) in Procore.
- Support the Project Manager in tracking procurement logs for purchasing materials and labor through Procore.
- Assist in preparing submittals for approval, ensuring all required transmittal documents are included and that submittals are clearly marked. Only order materials based on approved submittals.
- Create and manage purchase orders approved by project managers, sending them to vendors and tracking acknowledgments and deliveries.
- Ensure AIA Payment Applications for assigned projects are submitted on time by the Project Manager by the 20th of each month. Once approved, submit to HPS accounting for notarization before invoicing the customer.
- Organize project meetings, record meeting minutes in Procore, and ensure accurate documentation of discussions.
- Meeting minutes should include, but are not limited to:
- Safety issues and resolutions
- Project issues
- Current drawings and specifications
- Open RFIs and submittals
- Project schedule updates
- Two-week look ahead
- Work completed and work to complete
- Delivery status
- Payment requests
- Change orders
- Open discussions
- Weekly progress reports with completion percentages
- Review and update daily reports from onsite supervisors, discussing any discrepancies with the Project Manager for confirmation.
- Confirm accurate reporting of man-hours from onsite supervisors, especially when multiple jobs are running concurrently.
- Ensure field supervisors maintain up-to-date red lines, ideally daily or at least weekly.
- Follow all instructions and directives from the Project Manager; do not take direction from Tool Owners, Engineers, Construction Coordinators, or Customer Project Managers. All instructions must be in writing.
- Follow up on any verbal instructions via email to ensure clarity and documentation.
Qualifications:
- High school diploma or equivalent; additional education or certification in office administration is a plus.
- Previous experience in an administrative role, preferably in the construction or project management field.
- Familiarity with Procore or similar project management software is preferred.
- Strong proficiency in Microsoft Office Suite (Word, Excel, Project, PowerPoint).
- Excellent organizational skills and attention to detail.
- Strong written and verbal communication skills.
- Ability to manage multiple tasks and prioritize effectively in a fast-paced environment.
- Ability to work independently and as part of a team.
