Construction Administrative Assistant

Basic Purpose:

Provides administrative support for the Vice President of Construction in the corporate office. This may include but is not limited to assisting with general clerical responsibilities and reporting including the communication and follow up with vendors and both internal and external customers. Completes any projects assigned by the Vice President of Construction in order to meet business needs.

This position is responsible for all the following:

• Receives, copies, files and retrieves forms, correspondence and documents.
• Prepares, sorts, and distributes internal and external mail including overnight deliveries.
• Compiles reports, correspondence and spreadsheets; updates, checks and completes records, forms and documents.
• Researches records and disburses information.
• Help develop and maintain office filing and organization system.
• Takes messages and/or fields all routine and non-routine questions for the VP of Construction and assists him with the management of his schedule.
• Deliver information to sub-contractors through phone calls and scanning and emailing out necessary documents.
• Operates a variety of office equipment including computer, typewriter, calculator, postage meter, fax, and copiers.
• Maintains job binders and proposals.
• Assists in the lien waiver process.
• Maintaining account records and invoice processing including payment and verification for Case Development and SSCI.
• Assist Senior Construction Admin Assistant with bookkeeping duties.
• Communicates and assists other coworkers with information, forms and other resources.
• Communicates and delivers information to various city employees via email and phone calls.
• Exhibit professionalism while communicating with vendors, sub-contractors and employees.
• Assist in the front desk (reception) coverage rotation as needed.
• Completion of any assigned projects and tasks as directed by the VP of Construction.

Required:

High School Diploma required some college preferred.

Minimum 2 years Administrative Experience with some accounting knowledge.

Must have experience working with construction lien waivers.

Must be proficient in Word, Excel, Publisher, PowerPoint & QuickBooks.

Yardi knowledge a plus.

Must de detailed, persistent self starter that is able to be successful working in an autonomous environment for extended periods of time.

Must be able to pass a pre-employment background check including credit, criminal, employment verification and driver's license as well as drug test.