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Administrative Assistant

Gray

full-time

Posted on:

Location Type: Office

Location: Lexington • Kentucky • United States

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About the role

  • Provide administrative support to the construction group
  • Read and route incoming mail/e-mail
  • Locate and attach appropriate files to correspondence to be answered by Manager
  • Follow up on outstanding documents including subcontracts and contract related documents and correspondence for incorporation into project files
  • Coordinate the submittal and shop drawing process with project team
  • Organize and maintain file system including construction drawings
  • Coordinate proposal and bid package information and coordination of document release
  • Meet time sensitive deadlines with accuracy while maintaining a high degree of customer service
  • Coordinate tracking contract status, vendor relations, worker verification logs, and meeting minutes
  • Write Purchase Order Requisitions for manager approval and processing
  • Coordinate the archiving of project files
  • Coordinate and compile Operations and Maintenance Manuals at project closeout as a customer deliverable
  • May assist with writing Subcontract Change Orders and coordinating payment of invoices
  • Participate in the pool of candidates for receptionist backup
  • Perform other related duties as assigned.

Requirements

  • Bachelor’s degree or four (4) years of experience in an administrative position(s) or equivalent combination
  • Experience in construction or engineering firm is highly preferred
  • Basic computer skills including the ability to utilize word processing, spreadsheets, software, and e-mail
  • Experience with SharePoint is a plus
  • Excellent communication skills
  • Energetic, self-motivated individual who enjoys a team environment and has a passion for collaboration and professional development.
Benefits
  • Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
administrative supportfile managementdocument coordinationpurchase order requisitionssubcontract change ordersproject closeout documentationvendor relationsmeeting minutes trackingcustomer service
Soft Skills
communication skillsself-motivatedteam collaborationorganizational skillstime managementattention to detail
Certifications
Bachelor's degree