Administrative Assistant

THE OPPORTUNITY:

The Administrative Assistant provides administrative support to the contract team, providing support to intake, process, track and ensure finalization of contracts is a critical task for both structural and architectural projects. The Administrative Assistant understands the basics of construction contracts including types of contracts and contract flow. Insurance documentation and tracking is also critical to the completion of the contract process and is an important part of the duties. An understanding of the interplay of insurance endorsements and other requirements is essential.

Job Requirements:

WHAT YOU WILL DO:

Manage subcontractor insurance including requesting insurance, verifying accuracy, tracking renewals, updating Smartsheets, and integrating into COINS

Order insurance certificates to be sent to customers

Administer MyCOI program

Administer subcontractor prequalification program

Work with project managers to develop, award and administer lump sum, firm fixed, cost type, professional services, labor hour and time and material subcontracts and purchase orders for construction and/or services for the project

Prepare and process subcontract and professional services agreement modifications

Understand and support subcontractors through CIP enrollment processes as required

Track architectural contracts, including intake, entering information into COINS, detailed calendaring of required dates and tracking through process to ensure contract is finalized prior to delivery of materials or start of onsite labor

Disperse documents included with contract documents as appropriate, e.g., accounting, operations, etc.

Perform backup receptionist duties when needed

COMPETENCIES:

Ability to read and understand basics of construction contracts

A basic understanding of construction related insurances

Intermediate Microsoft software skills including Word, Excel, and Outlook

COINS and Bluebeam experience desired

Strong written and oral communication skills and excellent grammar, writing, and proofreading skills with the ability to provide attention to detail, ensuring a high level of quality within documents

REQUIREMENTS:

High school diploma

2 plus years of construction contract experience or similar

Very detail oriented, organized, flexible, poised, able to balance tasks and time deadlines effectively

Proactive/self-starter: utilize administrative skills to effectively meet the needs of the contract department

Ability to work independently in a team environment

Good time management skills

Interact positively with customers, team members and other fellow employees

Positive outlook to promote a cooperative and supportive department/organization

Discreet and able to keep confidential information confidential

WAGES & BENEFITS:

Salary: $19.00 – $22.00 per hour (negotiable based on experience)

Annual bonus based on goal achievement

Paid Time Off (PTO) and paid holidays (8)

Health insurance (Company pays 75% of premium) and all the other standard benefits

Wellness program with cash incentive ($50.00 per month for participation)

Cell phone reimbursement $40.00 per month

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