Construction Project Administrative Assistant

Responsibilities: Support the projects business activities such as RFI's, RFP's, submittals, subcontract processing, managing project documentation, support of booking or cost tracking system entry, and customer invoicing. Supports new contracts and manages any changes to existing maintenance and service, retrofit or PSA contracts, Labor and Material tickets, and service order management tickets.

Our client, a Building Technology and Software Services company, is looking for a Construction Project Administrative Assistant for their Lebanon, IN location.
 
Responsibilities:

• Support the projects business activities such as RFI's, RFP's, submittals, subcontract processing, managing project documentation, support of booking or cost tracking system entry, and customer invoicing
• Completes the delivery of project or sales related administrative tasks to ensure customer expectations and internal project financial commitments are met
• Supports new contracts and manages any changes to existing maintenance and service, retrofit or PSA contracts, Labor and Material tickets, and service order management tickets
• Assists with the subcontract process. Assists project management by generating the subcontracts online or using templates. Organizes subcontractor documentation such as waivers, certificates of insurance, wrap ups, and bonding information. Manages subcontractor invoices by releasing for payment or researching payment problems.
• Manages project documentation files. Gathers documents such as submittal documentation, customer communication, subcontracts documents, and proposals. Completes project closeout checklists including as-builts, final invoicing to the customer, warranty letters, project books and training documentation.
• Produces submittal packages for use by technicians, engineers or the customer. Gathers documents such as network flow diagrams, room schedules, project bill of materials, etc
• Assists with procurement of materials utilizing electronic purchasing/ordering tools to enter and track project materials
• Works with project management to ensure cost scheduling and re-estimates are entered into the tracking system. Enters project dates, schedules, and contract costs as directed
• Assists management in the coordination of safety programs. Verifies that monthly toolbox training and safety reporting are completed. Works with project management to ensure employees have the proper safety equipment
• Performs other duties as required to support the project team

 
Requirements:

• Experience supporting project related teams in the construction or building maintenance industry
• Proficient computer skills with general Windows environment, Microsoft Office software, and email
• Must have strong interpersonal skills to effectively communicate with both internal and external clients
• Experience working with government contracting
• Experience working with construction documentation; RFI's, RFP's, submittals, etc
• Proficiency working with Microsoft Project
• Advanced skills working with Microsoft Excel and PowerPoint
• Ability to prioritize work activities based upon financial impact to desired business goals
• High School Diploma or equivalent required. Associate’s degree (or higher) preferred.
• Experience and/or basic project accounting or costing principals.

 
Why Should You Apply?

• Health Benefits
• Referral Program
• Excellent growth and advancement opportunities