Entry-Level Administrative Assistant

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Job description

The Project Coordinator/Admin Assistant supports project management, organized documentation, coordination, and planning, and ensures smooth project communications from start to finish. The Project Coordinator works closely with various teams across the company including estimating, project managers, general foremen, and vendors.

Essential Functions, Duties, and Responsibilities

Tasks may include, but are not limited to, the following:

Creates jobs and maintains project documentation.

Process and track submittal packages through approval.

Maintain organized filing systems for easy access to project information.

Order blueprints and ensure timely distribution.

Track materials and coordinate procurement activities.

Apply for and purchase permits as required for projects.

Maintain permits for all projects and ensure compliance with jurisdictional requirements.

Schedule inspections and coordinate with relevant parties.

Coordinate internal and external meetings, including meeting logistics and communication.

Add and maintain budgets in project management software.

Prepare presentations for meetings based on project budgets and progress.

Maintain employee information ensuring accuracy and confidentiality.

Create project handoff packets for a smooth transition between project phases.

Process job closeouts, ensuring all documentation is complete and accurate.

Fulfill Certificate of Insurance (COI) requests as needed.

Assist Project Managers with various tasks and projects as required.

Qualifications: Education, Experience, and Skills

Required:

Prior experience in construction

Proficient in Microsoft Office 365

High School Diploma or equivalent required.

License/Certification

N/A

Associated Knowledge, Skills, and Abilities

Excellent written and verbal communications

Advanced skillset in time management and task prioritization

Passion for managing teams and driving results

Ability to multitask and identify opportunities for process improvement

Core Job Competencies

To perform the job successfully, an individual should demonstrate the following job competencies:

Cooperation/Teamwork-Works harmoniously and builds a positive team spirit while working with others to get a job done; responds positively to instructions and procedures.

Oral/Written Communication-Expresses oneself clearly in conversation and business writing. Listens and gets clarification while following work instructions. Responds well to questions. Uses grammatically correct, concrete, specific language.

Attention to Detail-The Ability to process detailed information effectively and consistently, including following verbal and written instructions.

Attendance/Punctuality-Consistently at work and on time, instilling the same in team members who are supervised.

Fostering Innovation-Ability to develop, sponsor, or support the introduction of new and improved methods, products, procedures, or technologies.

Managing Work-Establishing a course of action for self and/or others to accomplish specific goals by planning proper personnel assignments and appropriate resource allocation.

Results Orientation-The Ability to focus on the desired result of one's or team's work, set challenging goals, focus on the goals, and meet or exceed them.

Working Environment & Conditions/Physical Requirements

Must be able to move or lift more than 75 lbs.

Occasionally extended hours and overtime may be required to meet workload demands.

Sitting for extended periods.

Equipment or Machines Routinely Used in This Position

Computers/Desktop

Printers, Copiers & Scanners

Monitors

Phones & Communications systems

Forklift

Review Procedures

Evaluation after 90 days of employment.

Annual Performance Review.

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