Job Title:
Construction Administrator Assistant
Department:
Construction
Reports To:
Construction Manager
FLSA Status:
Non-Exempt
SUMMARY:
Responsible for providing high-level administrative support to management and staff within the Construction division of a real estate development firm.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
· Collects, reviews & processes contractor & vendor invoicing. Obtains release of lien when applicable.· Collects, review and inputs contracts into the respective project budgeting.
- Serves as primary administrative point of contact for the Construction division.
- Composes and/or edits correspondence, reports, spreadsheets, presentations and other documents.
- Gathers, enters and/or updates data to maintain departmental records and databases.
- Creates and maintains departmental files.
- Greets visitors, screens telephone calls, and takes messages.
- Manages calendars and updates as necessary.
- Coordinates and schedules meetings and records and transcribes minutes.
- May coordinate and schedule various departmental tasks and activities.
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- Opens and sorts incoming mail and prepares outgoing mail and packages.
- Maintains and orders office supplies when necessary.
- May be required to perform a variety of specialized duties related to the Construction department.
- Assists with special projects.
- Performs other related duties and assignments as required.
SUPERVISORY RESPONSIBILITIES:
May be required to supervise clerical and support staff.
QUALIFICATIONS:
- Knowledge of administrative practices and procedures.
- Strong computer skills and familiarity with standard office equipment (copier, fax machine, printer, shredder.)
- Excellent verbal and written communication skills.
- Well organized and flexible with the ability to multi-task
- Proactive and able to react to changing priorities.
- Ability to work independently with minimal supervision.
- Ability to interact effectively with all levels of employees and external contacts.
EDUCATION and/or EXPERIENCE:
Associate’s Degree from an accredited college or technical school, or two (2) to four (4) years of related experience and/or training, or equivalent combination of education and experience.Computer skills including: database software, internet, e-mail, (MS Outlook) MS Excel, MS PowerPoint, MS Word.
CERTIFICATES and LICENSES:
None.
LANGUAGE SKILLS:
Ability communicate effectively, to read, write and comprehend instructions, correspondence, contracts, proposal, memos and reports. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
REASONING ABILITY:
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with a variety of concrete and abstract variables situations.
PHYSICAL DEMANDS:
The physical demands described here 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 functions.While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee frequently is required to use hands to finger, handle, or feel. The employee is occasionally required to reach with hands and arms.
Specific vision abilities required by this job include close vision, and color vision.
WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This job is performed in an office environment with a moderate noise level.
