Overview
Executive Assistant – Corporate Office Jobs in United States at Bob Moore Auto Group
This is a remote position.
Are you ready to make an impact with a leading innovator in consulting and design engineering? With over 4 decades of industry experience, DLB Associates is seeking a dynamic Construction Administrative Assistant to support our mission-critical projects which include some of the most advanced technology spaces worldwide.
Position Title: Construction Administrative Assistant – Design Department
Position Location: Remote – work virtually from anywhere in the United States
JOB SUMMARY
The Construction Administrative Assistant will have the opportunity to interface with the design department in the firm and is part of the Design Team. The successful candidate will demonstrate problem-solving skills, effective teamwork and with respect for deadlines while providing administrative talents.
The Construction Administrative Assistant will receive general instructions on routine work, detailed instructions on new projects, tasks or assignments. May work independently, consistently exercising discretion and independent judgment on individual work, or may work under immediate supervision. May serve as lead on routine projects, tasks or assignments of limited scope.
The Construction Administrative Assistant will communicate and operate in line with organizational goals and values, as well as departmental objectives.
ESSENTIAL FUNCTIONS
Document Organization and Management (40%)
Download submittals, RFIs, and other relevant documents from the General Contractor’s online portal (e.g., Procore, Helix, etc.).
File and categorize these documents according to project-specific guidelines.
Ensure proper version control of all documents, maintaining the latest versions for review.
Maintain accurate records of all received submittals and RFIs, including dates of receipt and deadlines for responses.
Track the status of all submittals and RFIs to ensure timely processing and response.
Update and maintain project logs and reports to reflect the current status of all documents.
Archive and maintain historical documentation for future project needs or audits.
Communication and Coordination (30%)
Collaborate with project managers, coordinators, engineers, and other team members to ensure that submittals and RFIs are reviewed and responded to within required timeframes.
Return reviewed and approved documents via the General Contractor’s online portal.
Communicate with the General Contractor regarding any issues or delays in document processing.
Act as a liaison between vendors, subcontractors, and internal teams to facilitate smooth document workflows.
Coordinate and schedule meetings between project stakeholders, as needed.
Quality Control (15%)
Ensure that all documents are complete, accurate, and in compliance with project requirements before submission or filing.
Assist in the preparation of any required documentation for project closeout.
Review and verify compliance with contractual requirements, regulatory standards, and safety guidelines.
Conduct periodic audits of documentation to ensure consistency and accuracy.
Administrative and Project Support (15%)
Provide general administrative support to the construction administration team, including scheduling meetings, preparing correspondence, and handling other clerical tasks as needed.
Support the team in maintaining and updating project schedules, tracking progress on key deliverables.
Handle correspondence, including responding to and managing document requests.
Completion of Assigned Tasks and Deliverables on Time and on Budget
Performs Other Related Duties as Assigned
Benefits
DLB Associates offers a very competitive benefits package; highlights include
Choice of comprehensive medical plans (including two PPO-style plans and a HDHP w/ HSA option)
Health reimbursement account (HRA), flex spending accounts (FSA)
Dental and vision plans
Comprehensive medical, dental and vision benefits extended to spouse / domestic partner and dependent children up to age 26
401k with company match and self-directed brokerage account option
PTO including additional paid time off during the last week of the year
Company paid life insurance coverage for employees and their eligible dependents
Short and long-term disability, AD&D coverage
Professional development opportunities, tuition reimbursement and professional licensing assistance
Paid parental leave after one year of employment
NOTICE TO THIRD PARTY AGENCIES:
DLB does not accept unsolicited resumes from recruiters, employment agencies, or other staffing services. Unsolicited resumes include any resume or hiring document sent to DLB in the absence of a signed Service Agreement where DLB has expressly requested recruitment/staffing services specific to the position at hand. Any unsolicited resumes, including those submitted to hiring managers or other business leaders, will become the property of DLB and DLB will have the right to hire that candidate without reservation – no fee or other compensation will be owed or paid to the recruiter, employment agency, or other staffing service.
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Title: Executive Assistant – Corporate Office
Company: Bob Moore Auto Group
Location: United States
