Administrative assistant

The Role

The Administrative Assistant is responsible for the routing of various project documents and other general clerical correspondence, computer data entry, and various other general administrative tasks.

Qualifications :

Some experience in a similar role highly desired

Excellent organizational skills and attention to detail

Excellent time management skills with a proven ability to meet deadlines

Ability to work independently with minimal supervision

Bilingual Spanish skills a plus but not required

Must demonstrate a strong ability to :

Adapt and be flexible to frequent changes in a fast-paced work environment

Demonstrate integrity consistent with Centennial’s core values

Collaborate and work effectively in a team environment with people of various backgrounds and styles

Strong verbal and written communication skills, to include clear, concise, and professional presentation of information

Adapt to the constantly evolving world of technology, design, means and methods, systems may include but not limited to : Microsoft Office suite, ProCore, Adobe, and BlueBeam

Responsibilities :

• Administrative Support : Type letters, memoranda, and reports as directed by project operations team; Prepare minutes of project meetings;
• Coordinate and maintain project operations files; Answer telephones and take messages; Process incoming and outgoing mail;
• Greet visitors and guide them to the appropriate persons; Coordinate servicing of office equipment; Check and distribute certified payrolls to owner for processing;
• Order office supplies; Process subcontractor insurance paperwork; Reconcile subcontractor billings and owner invoices for payment;

Schedule appointments and meetings for project operations team.

Customer Support : Review and set up new subcontracts and change orders; Assist subcontractors onboarding paperwork, invoicing, and pay requisitions;

Performs other duties as assigned.

Safety : Ensures compliance with Centennial’s Health, Safety, Environment and Quality (HSEQ) guidelines, and procedures along with all local requirements (OSHA, USACE EM385.1.1, etc.)

Performance of the required job duties will be in an office environment along with visits to sites that are under construction which may include various weather conditions.

The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job :

The ability to walk terrain and surfaces that may be far, uneven, or temporary.

The ability to regularly sit, stand, walk, talk, and hear.

The ability to frequently use hands to finger, handle or feel.

The ability to occasionally climb, balance, stoop, kneel, squat, or reach.

The ability to frequently lift and / or move up to 10 pounds and occasionally lift and / or move up to 25 pounds.

Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Responsibilities :

• Administrative Support : Type letters, memoranda, and reports as directed by project operations team; Prepare minutes of project meetings;
• Coordinate and maintain project operations files; Answer telephones and take messages; Process incoming and outgoing mail;
• Greet visitors and guide them to the appropriate persons; Coordinate servicing of office equipment; Check and distribute certified payrolls to owner for processing;
• Order office supplies; Process subcontractor insurance paperwork; Reconcile subcontractor billings and owner invoices for payment;

Customer Support : Review and set up new subcontracts and change orders; Assist subcontractors onboarding paperwork, invoicing, and pay requisitions;

Performs other duties as assigned.

Safety : Ensures compliance with Centennial’s Health, Safety, Environment and Quality (HSEQ) guidelines, and procedures along with all local requirements (OSHA, USACE EM385.1.1, etc.)

Performance of the required job duties will be in an office environment along with visits to sites that are under construction which may include various weather conditions.

The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job :

The ability to walk terrain and surfaces that may be far, uneven, or temporary.

The ability to regularly sit, stand, walk, talk, and hear.

The ability to frequently use hands to finger, handle or feel.

The ability to occasionally climb, balance, stoop, kneel, squat, or reach.

The ability to frequently lift and / or move up to 10 pounds and occasionally lift and / or move up to 25 pounds.

Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Last updated : 2024-05-01