Administrative Assistant

The Administrative Assistant is responsible for handling project documentation and correspondence in support of one or more managers.

Responsibilities :

Read and analyze incoming memos, letters, and reports to determine their significance and distribute appropriately.

Create and maintain project information in project management system; create subcontracts, purchase orders, change orders and their respective attachments as well as generating transmittals per Project Manager's request for plans and specifications and pay requests.

Correspond on routine inquiries with subcontractors and vendors at the beginning and throughout the duration of a project, fax or email correspondence to the field or other locations as needed.

Coordinate invoice routing and monitor payments to subcontractors and vendors.

Enter and maintain client and prospect data in automated system.

Generate and edit contract based documents through contract negotiations to produce final AIA owner contract documents. Produce owner AIA change orders as required.

Answer and direct phone calls or take messages for appropriate parties.

Verify insurance certificates and follow up to insure proper coverage is in place.

Notarize, copy and distribute monthly pay application.

Prepare agendas for meetings and make arrangements, such as coordinating catering for luncheons, for committee, and other meetings.

Preparing plans and specifications for pickup / shipment.

Perform general administrative duties such as but not limited to; filing, photocopying, taking and distributing meeting minutes, managing schedules, coordinating travel arrangements, scheduling appointments with internal and external parties, providing back up to switchboard, ordering supplies, sorting and distributing correspondence and maintaining database records.

Requirements :

High School Diploma, GED or equivalent.

1-2 years of experience providing administrative support preferably in the A / E / C industry

Knowledge of administrative and clerical procedures and systems such as word processing, e-mail, spreadsheets, and managing files and records and other office procedures at a proficient level.

Proficient in MS Office

General basic knowledge of and ability to learn project management software such as Revit, VICO and other related programs and systems.

Physical Demands and Working Environment :

The conditions herein 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 job functions.

Environment : Work is performed primarily in a standard office environment with extensive public contact and frequent interruptions.

Physical : Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and / or pull light to moderate amounts of weight 50 lbs; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to travel to other locations using various modes of private and commercial transportation; and to verbally communicate to exchange information.

Vision : See in the normal visual range with or without correction.

Hearing : Hear in the normal audio range with or without correction.

EOE - Vets / Disabilities

Hoar does not accept unsolicited resumes from search firms or agencies. Any resume submitted to any employee of Hoar without a prior written search agreement will be considered unsolicited and the property of Hoar.

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