Senior Construction Administrative Assistant

Senior Construction Administrative Assistant

Classification
Non-Exempt

Reports to
Construction Manager

JOB DESCRIPTION

Summary/Objective
The Senior Construction Administrative Assistant will provide clerical and administrative support to the construction manager, project manager, general contractor and other construction management staff. Act as a point of contact for vendors, subcontractors, and various construction service teams. Execute clerical and general office duties, such as, setting up filing systems, data entry, typing, copying, tracking invoices and other various construction documents.

Essential Functions

1. Prepare reports, communications, and meeting minutes.
2. Utilizes construction tracking systems to keep project information current and accessible to a variety of users.
3. Prepare and manage construction contracts.
4. Receive, organize, distribute, and file all documents for new and ongoing projects and properties.
5. Update database files and pipeline of community opportunities.
6. Maintain a directory and inventory of community support materials.
7. Track, review and code invoices, and submit for approval and payment.
8. Handle special projects and other administrative duties as assigned.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Competencies

1. Adaptability: Maintaining effectiveness in reaching set goals by adapting to changed circumstances, tasks, responsibilities, and people.
2. Attention to Detail: Taking responsibility for a thorough and detailed method of working.
3. Initiative: Spotting opportunities within a circle of influence; anticipating threats and acting on them; self-starting rather than waiting passively until the situation demands action.
4. Oral Communication: Shaping and expressing ideas and information in an effective manner.
5. Problem Solving: Having the ability to identify problems and issues of varying complexities and to find effective solutions with few guidelines.

Supervisory Responsibility
This position has no supervisory responsibilities.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands

This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand on a stool as necessary.

Position Type/Expected Hours of Work
This is a full-time position. Days and hours of work are Monday through Friday, 8:00 a.m. to 5:00 p.m. with the expectation to work extra hours as situations arise.

Travel
0%

Required Education and Experience

1. High school diploma or equivalent required.
2. Experience in administrative support.

Preferred Education and Experience

1. Two- or four-year degree
2. Ability to meet deadlines while maintaining a professional attitude; great team-player and ability to accept feedback.
3. Must exercise initiative and achieve objectives with minimal supervision.
4. Must be detail-oriented and a problem-solver able to deal with complex situations.
5. Strong computer skills required, proficiency in full Microsoft Office suite, especially Excel. Experience in Adobe Acrobat, Microsoft Project, Visio, and SharePoint.

Additional Eligibility Qualifications (Knowledge, Skills, Abilities)

1. Ability to deal with stress and changing priorities
2. Excellent organizational skills with the ability to work calmly under pressure, multi-task, and prioritize
3. Excellent interpersonal skills with the ability to work both independently and as part of a team
4. Strong troubleshooting skills
5. Ability to lead and motive a highly productive team in a pressurized environment

AAP/EEO Statement
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.