To provide administrative functions to ensure efficient, timely and accurate support to the building division and overall responsibility of office operations.
Assist in resolving administrative and project related problems through coordination, data entry, internal and external correspondence and preparation of reports.
Prepare marketing and monthly safety presentations.
Handle confidential matters including updating weekly divisional scorecard information.
Maintain project workflow by implementing and developing reporting procedures and project deliverable schedules.
Schedule and coordinate meetings, appointments and travel arrangements for managers or supervisors as well as maintain their calendars.
Set-up estimates and maintain electronic and hard copy filing systems.
Set-up jobs and maintain electronic and hard copy filing systems.
Maintain master letter files and contracts for Building Division.
Scan, track, organize and request project close out documents.
Scan, stamp, log, print and distribute all estimate and job drawings, including revised drawings and customer specifications for the Building Division.
Create RFQ’s, RFI’s, purchase orders, and transmittals for building estimates and jobs.
Prepare meeting agendas: record, compile, transcribe and distribute minutes of meetings.
Open, sort and distribute incoming correspondence.
Create job books and estimate binders.
Overall responsibility for maintaining the quality of work product.
Answer, screen and transfer inbound phone calls.
Receive and direct visitors and clients.
Notarize documents as requested.
Update weekly reports for the division.
Assist with completion of subcontracts as directed, process and maintain subcontract file.
Perform other administrative duties and special projects as assigned.
Assist managers in documenting and updating standard operating procedures.
Associate Degree in Business or related field preferred.
5+ years administrative experience required.
Ability to prioritize multiple tasks.
Ability to work independently.
Ability to write routine reports and correspondence.
Excellent organizational and communication skills; verbal, written and interpersonal.
Must be able to anticipate problems and use sound judgment and tact in handling confidential matters.
Strong problem solving, documentation, research, resolution and data analysis skills.
Proficient in Microsoft Office Suite and Bluebeam.
Work will involve being in an office setting.