Construction Assistant
Job Description Summary
The Construction Assistant (CA) will work in the offices of Auld & White. The CA is responsible for performing administrative duties for Project Manager(s) and provides assistance as required.
Reporting Structure
The CA reports to the Controller.
Educational Requirements
The CA should possess a High School Diploma or equivalent.
Experience/Skills
The CA should possess a minimum of 5 years administrative assistant experience. The CA should posses a typing speed of 45+ words per minute. Proficient in Microsoft Office Suite, 10-Key and Dictaphone.
Essential Job Functions – Partial List
Perform administrative tasks for the Project Manager, i.e. typing agendas, meetings minutes, memorandums, subcontracts/purchase orders and subsequent modifications, applications for payment, transmittals, change orders, change order proposals, punch lists, invoices, letters, notices of commencement, and general correspondence for projects.
Be aware of all regularly scheduled meetings for Project Manager and forward clean working draft of agendas for meetings the day before.
Assist Superintendents assigned to Project Manager’s projects.
Ensure all parties have the necessary drawings and/or specifications required to submit pricing.
Create project directories subsequent to subcontracts and vendors being selected for each project, and update periodically as needed.
Gather information necessary for Project Manager to complete monthly applications for payment and collect receivables per contract terms. Communicate with owner/architect (or approval agent) in a professional and courteous manner.
Maintain subcontracts, purchase orders, accounts receivables, closeouts, control and COP logs.
Create warranty letters and retainage packages for subcontractors at end of projects.
Prepare closeout manuals to be submitted within twenty-three (23) days after substantial completion of each project, and ensure that all necessary warranties, test reports and operation and maintenance instructions are included.