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Administrative Assistant (San Diego) job in San Diego at Turner Construction

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Administrative Assistant (San Diego) at Turner Construction

Administrative Assistant (San Diego)

Turner Construction San Diego, CA Full Time

Position Description: Provides document control and administrative support for the project, department or business unit. 

Reports to: Project Manager 

Essential Duties & Responsibilities*:

  • Act as liaison between supervisor and others (ie. Departments, external contacts, subcontractors, clients, etc.)
  • Oversee/process day-to-day administrative items; file system management, document control management, rfi and submittal coordination mail, overnight mail, packages, expense reports, checks, etc.
  • Compose and/or edit/distribute letters, memos, reports and other departmental correspondence on time. Keep track of when recurrent reports are due and meetings are scheduled, including maintaining lists of recipients and/or participants.
  • Set up and maintain project file systems in a way that is consistent, logical, and makes navigation for documents intuitive.
  • Schedule/confirm meeting dates, maintain calendars with vacation dates, etc.
  • Ensure all project staff have the most current documents (drawings, specifications, etc.) issued by the Architect and maintained in Procore.
  • Ensure that the printer/reprographics company has the most current documents on file.
  • Send and receive documents between field staff and owner.
  • File/post copies of COIs and monitor status, photocopying, filing, and sending faxes.
  • Take and publish Meeting Minutes
  • Assist with Project Closeout
  • Maintain and follow up on document submittal and review due dates
  • Process orders and reports as required and respond to requests for information.
  • Process invoices for payment.
  • Order and maintain all office supplies.
  • Arrange air, hotel and car travel reservations and prepare itineraries.
  • Answer phones and direct calls.

Qualifications: Five or more years’ experience in general office responsibilities and procedures.. Must be able to work independently and as a part of a team.  Ability to read and interpret documents.  Ability to create routine reports and correspondence.  Experience working effectively in a highly structured environment. Working knowledge of Microsoft Word, Excel and Outlook; PMWeb, Procore, Egnyte, Cognigto Forms and PowerPoint helpful. 

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; talk or hear and taste or smell. The employee is frequently required to stand and walk. The employee is occasionally required to climb or balance and stoop, kneel or crouch. The employee must frequently lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance visions, color vision, peripheral vision, depth perception and ability to adjust focus.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is sometimes exposed to moving mechanical parts. The employee is occasionally exposed to airborne particles or caustic chemicals. The noise level in the work environment is usually moderate.

*May perform other duties as assigned.

Turner is an Affirmative Action and Equal Opportunity Employer — minorities/females/veterans/individuals with disabilities/sexual orientation/gender identity.
VEVRAA Federal Contractor

Turner is an Affirmative Action and Equal Opportunity Employer minorities / females / veterans / individuals with disabilities/ sexual orientation / gender identity. VEVRAA Federal Contractor

Recommended Skills

Memos
Taking Meeting Minutes
Microsoft Outlook
Scheduling
Reports
Reservations
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