Construction Office Administrator / Assistant Project Manager Maspeth Position Available In Queens, New York

⚐ ⚑ ⚑ Construction Office Administrator / Assistant Project Manager Maspeth (Maspeth) compensation: TBD Based on Experience + Skill Level + Responsibilites employment type: experience level: mid level job title: Construction Office Administrator / Assistant PM Overview Provide administrative support to facilitate smooth operations for the Construction team. This position will interact with a diverse group of internal clients at all levels of the organization. Sound judgment is required in order to plan, prioritize, and organize a diversified workload to ensure the delivery of high-value support and related services. The ideal candidate for the Administrative Assistant role will have strong administrative skills with a strong work ethic, superior multi-tasking abilities, ‘can-do’ attitude and great organizational skills. He/she is the point of contact for all bids in progress, schedule administrative tasks for the PM team and are tasked with following established procedures to keep the department organized and ahead of schedule.

Flexibility, follow thru, self initiative is crucial, as bid and project tasks deadlines as well as other project requirements are often subject to change. Responsibilities

• Schedule and organize activities, such as meetings, conference calls, travel and related logistics
• Prioritize, organize, prepare and distribute internal/external documents, including memoranda, letters, reports, presentations, etc., and ensures accuracy thereof
• Ensure accurate maintenance of digital and paper documents and databases for efficient retrieval and disposition
• Field and prioritize incoming calls and correspondence
• Assist with special projects as directed
• Maintain discretion in the handling of confidential information
• Carry out routine tasks with little supervision
• Act as liaison with other departments as necessary
• Maintains a Professional Demeanor
• Intermediate to Advanced Computer skills including databases, Microsoft Word, Excel + Quickbooks.
• MUST have Five (5) Years + construction experience.
• Provide office support such as filing, copying, scanning and emailing documents.
• Answer phones and take accurate messages.
• Review + Process Payroll.
• Request insurance certificates for new Projects.
• Maintain updated insurance certificates for ongoing Projects.
• Keep track of vendor invoices by putting in the correct job folder.
• Match vendor invoices to statements in preparation for payment.
• Daily requests for change order approvals from contractors and follow-up.
• Match purchase orders to contracts and/or change orders.
• Issue Request for Proposals (RFP’s)
• Issue Request for Quotes (RFQ’s)
• Assist with tasks as requested.
• Assists Project Manager +Estimator during the bid process with subcontractors ensuring sufficient coverage by making phone calls and organizing bid paperwork.
• Organize paperwork for subcontract contract and update information about change orders to the computer system;
• Prepares job start-up form and matches the costs proposed on the final approved bid;
• Maintains/reviews project logs (submittals, change orders and RFI’s);
• Provide administrative support for senior staff
• Types, edits and proofreads correspondence, specs, reports, memos and proposals
• Screens calls for senior practice leaders
• Compile expense reports, check requests, etc.
• Maintain office files and records, including licensing, renewals, and schedules
• Input and update opportunity and project information
• Enter all invoices in Quickbooks
• Leads general office organization, supplies & maintenance (ordering, stocking, etc.)
• Assist project managers with preparing punch list, issuing and follow up.
• Assist project manager with budgets, update excel spreadsheets, transmittals and various documentation.
• Maintains contact lists and CRM input, updates and tracking for key leadership team
• Assists Rep Liaison role with scheduling of vendor presentations, contact updates
• Handles incoming and outgoing mail and deliveries
• Assists with office maintenance, programs and special projects as directed
• Assist with timesheet collection
• Enter change orders and AIA Payment Requisition Billing to Clients
• Organizing

DOB/ DOT NYC

Department permits

• Completes closeout process within 45 days of project turnover;
• Initiates closeout process, completes and organizes closeout tasks (punch list, certificate of occupancy, warranties, operations and maintenance manuals) accurately.
• Update billing report, job cost reports constantly with invoices and approved change orders.
• Reconciles sub-contractor and supplier invoices to ensure timely payment along with partial +final lien releases.
• Write and distribute meeting minutes to project team
• Order posters for the work site or any other items needed until it is delivered
• Using subcontractor bid list as a guide, make calls to subcontractors nationwide to ensure receipt of our bid invitation, solicit interest, secure commitments to bid, and lock down qualified proposals.

NOTE:

Phone calls are a significant portion of the job, and are critical to success in the position.

• Use effective interpersonal skills to build subcontractor and team trust and rapport through phone and email communication. Qualifications/Skills
• College Degree or equivalent work experience required
• 5+ years of administrative experience in the Construction or Development Industry preferred
• Ability to interact effectively with diverse groups
• Ability to work independently and in team settings
• Possess high level of attention to detail
• Effective oral and written communication.
• Maintains a professional demeanor
• Interest in Construction, Architecture and/or Project Development
• Intermediate to advanced proficiency in Microsoft Office applications, such as Word, Excel, Outlook, PowerPoint.
• Fluent in Quickbooks Contractor Premier.
• Excellent oral, written, and organization skills a must.
• Positive, enthusiastic attitude.
• Hard working and self-driven mindset.
• Basic knowledge with reading construction plans.
• Ability to be highly organized, detail oriented & ability to prioritize multiple tasks simultaneously through to completion
• Maintain clean + organized office weekly.

We are looking to fill the position immediately. Compensation will be commensurate with experience. Please with your resume and availability to start. This is a full time position that offers competitive pay. Principals only. Recruiters, please don’t contact this job poster.

post id:

7857417923 ♥ [ ]