Administrative Assistant

Administrative Assistant

The Administrative Assistant is responsible for handling project documentation and correspondence in support of one or more managers. Responsibilities include reading and analyzing incoming memos, letters, and reports to determine their significance and distribute appropriately. They create and maintain project information in the 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. They 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. They coordinate invoice routing and monitor payments to subcontractors and vendors. They enter and maintain client and prospect data in the automated system. They generate and edit contract based documents through contract negotiations to produce final AIA owner contract documents. They produce owner AIA change orders as required. They answer and direct phone calls or take messages for appropriate parties. They verify insurance certificates and follow up to insure proper coverage is in place. They notarize, copy and distribute monthly pay application. They prepare agendas for meetings and make arrangements, such as coordinating catering for luncheons, for committee, and other meetings. They prepare plans and specifications for pickup / shipment. They 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 include a high school diploma, GED, or equivalent. One to two years of experience providing administrative support preferably in the A / E / C industry is required. 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 is required. Proficiency in MS Office is required. General basic knowledge of and ability to learn project management software such as Revit, VICO, and other related programs and systems is required.

Physical demands and working environment include working primarily in a standard office environment with extensive public contact and frequent interruptions. Physical 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 and hearing are required in the normal visual and audio ranges with or without correction.