Overview
Administrative Assistant Jobs in San Rafael, CA at Center Point, Inc
SUMMARY
This key position shall be responsible for providing administrative support to assigned members of the Construction group. Duties include document processing, recordkeeping, preparation and mailing of bid documents and shop drawings, information collection, reporting, and scheduling.
DUTIES AND RESPONSIBILITIES
A. Proposal and Bid Process
Assist with proposal preparation, submittals, RFl responses, and transmittals.
Process shop drawings and construction drawings.
Track submittals based on schedules established by preconstruction team. Assist with preparation and tracking of bid documents in Building Connect.
Contact subcontractors to determine interest in bidding and assist subcontractors with obtaining bid documents, project drawings, and specifications.
Maintain subcontractor relationships
B. Contract and Document Maintenance
Request, maintain, update, and track various subcontractor documents.
Add selected subcontractors to distribution lists and into Procore. Assemble, and manage all Subcontract Agreements.
Review and approve/reject insurance certificates from subcontractors.
Write and issue change orders per the project manager’s direction.
C. Construction Process Administration
Maintain updated drawing log in Project Management software, Procore.
Enter contracts, purchase orders, work orders and change orders into construction accounting software, Yardi Voyager.
Receive, distribute and track information relative to field bulletins, change orders, and closeout requests.
Coordinate project close-outs to include collection and tracking of close-out materials and creation of manuals.
Track and manage Lauth Construction’s state and city licenses.
D. Field Site Assistance (as applicable)
Attend various project meetings; take and distribute meeting minutes, when requested by PM or superintendent.
Order and maintain office supplies for site office/trailer.
Plan site events.
Log and file safety paperwork. Confirm safety audits are completed and assist superintendent in posting audits in document management system.
E. General Administrative Support
Process correspondence, reports, and other routine construction and project management documents.
Organize and maintain records and databases.
Serve as back-up to other construction assistants. Make transportation and lodging arrangements for business travel, as needed, and prepare and process expense reports for Project Managers, as requested.
Assist with managing Project Managers’ schedules and contact lists.
Arrange large group meetings and group events, both on and off-site.
Assist the front desk coordinator with coverage when needed.
QUALIFICATIONS
High school diploma or equivalent
Minimum of three years’ administrative experience, preferably in construction
Effective verbal and written communication skills, including a pleasant telephone manner, excellent punctuation and grammar usage, and accurate spelling
Courteous and effective interpersonal skills for interaction with a diverse group of co-workers, clients, vendors, and visitors
Strong numerical aptitude
Proficiency in MS Word, Excel, and Outlook
Excellent organization skills and ability to coordinate several activities simultaneously and under pressure
Ability to lift and prepare for mailing construction documents weighing up to 25 Ibs.
If you are passionate about providing excellent administrative support and thrive in a dynamic environment, we encourage you to apply for this exciting opportunity!
Job Type: Full-time
Pay: $55,000.00 – $65,000.00 per year
Benefits:
401(k)
401(k) matching
Dental insurance
Employee assistance program
Flexible spending account
Health insurance
Health savings account
Life insurance
Paid time off
Professional development assistance
Referral program
Tuition reimbursement
Vision insurance
Schedule:
8 hour shift
Monday to Friday
Ability to Commute:
Carmel, IN 46032 (Required)
Ability to Relocate:
Carmel, IN 46032: Relocate before starting work (Required)
Work Location: In person
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Title: Administrative Assistant
Company: Center Point, Inc
Location: San Rafael, CA
