Construction Administrator L1

Job summary

The Construction Administrative Assistant is a key resource for assisting the Construction Coordination team with administrative tasks in connection with the project documentation, data entry and order maintenance for the construction division. This position will handle various clerical tasks involving form input and document file maintenance. 

Duties and responsibilities

• Purchase Order Duties 
  1. Daily Purchase Order issuance data entry to itemize all refrigeration material purchase orders for the construction division companywide 
  2. Throughout the PO entry process, assist in the maintenance of the inventory part numbers and supplier number updates to each part number 
  3. Confirm construction material orders are being received to jobsite and inventory in order to ensure the orders are ready for accounts payable processing.  

• Coordination of Subcontractor Documentation including: 
  1. Issuing/Tracking AIA Master Subcontract Agreements and project specific Work Orders  
  2. Processing Change Requests and issuing AIA Change Orders  
  3. Obtaining Construction Coordinator’s approval for Sub’s Invoices and Change Orders 
     1. Requesting and Maintaining waiver requests and check releases 

• Bid Download and File Coordination 
  1. Bid Email Support 
  2. Bid File Downloads 
  3. Bid Submittal Assistance 
• Assistance with manpower schedule communication to field personnel, as needed

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

 Experience and education

• Very strong attention to detail 
• Must be able to work in a fast paced department and be able to prioritize requests. 
• Mature judgment and strong organizational skills 
• Use of analytical abilities to problem solve and anticipate departmental requirements
• High School Diploma/ GED 
• At least one year of office experience 
• Computer knowledge preferred to include: MS Office- Word, Excel and Outlook

Physical requirements and working conditions

Regularly required to sit, stand, and walk; occasionally lift and/or move up to 25 pounds; noise level is usually moderate. All employees may be required to visit a customer site and/or complete a ride along with a field technician as part of their employment.

EEO statement