Administrative Assistant

Wohlsen Construction; Lancaster (Lancaster County); On-site; USD 45,000 - 65,000; Full time

Job summary

Wohlsen Construction seeks a Project Assistant to support project teams by handling document processing, filing, and coordination. This role partners with Project Managers, external partners, and site staff to keep projects on track.

You will organize information, manage calls, and assist with invoices and office tasks. A minimum of five years in a technical office and proficiency with MS Office are preferred; familiarity with industry tools is a plus.

Qualifications

• High school graduate/GED or equivalent work experience.
• Minimum of five years’ experience in a technical office environment.
• Proficient with Microsoft Office software systems Word, Excel, Outlook, and PowerPoint.
• Familiarity with ASTA, Bluebeam, DocuSign and CMIC is a plus.
• Capable to operate basic office equipment like printer, fax machine, copy machine and scanner.

Responsibilities

• Process project related documents i.e., contracts, change orders, RFIs, AIAs, minutes, close-out documentation, archiving, etc. Process correspondence, letters, and reports.
• Assist Project Manager on bid days.
• Contact external partners to obtain correct complete required paperwork.
• Handle accounting elements of the Project including processing invoices, join checks, stored materials or assigning phase.
• Set-up and maintain manual and electronic filing systems per Wohlsen standards.
• Answer phones, take messages, schedule appointments.
• Organize and direct Project Team on routine tasks and general information.
• Schedule and organize time, i.e., setting priorities
• Work with others in a team environment to accomplish the task at hand.
• Good communication skills, including written, verbal, and electronic. Pleasant telephone manner.
• Order and maintain office supplies and equipment. Distribute supplies when delivered.
• Sort, and distribute incoming and outgoing materials.
• Replenish postage meter. Coordinate distribution services (FedEX, UPS, etc.).
• Coordinate with building security firm to establish safety measures.
• Greet visitors to office and notify appropriate staff of visitor’s presence and cover switch board, as needed.
• Occasional travel to a job site or other Wohlsen office is required, including transporting of items between offices.

Skills

Microsoft Office Suite

Word

Excel

Outlook

PowerPoint

Education

High school diploma or GED

Tools

ASTA

Bluebeam

DocuSign

CMIC

Job description

About Your Opportunity:

As a Project Assistant, you will provide support to the Project Teams.

How You’ll Contribute:

• Process project related documents i.e., contracts, change orders, RFIs, AIAs, minutes, close-out documentation, archiving, etc. Process correspondence, letters, and reports.
• Assist Project Manager on bid days.
• Contact external partners to obtain correct complete required paperwork.
• Handle accounting elements of the Project including processing invoices, join checks, stored materials or assigning phase.
• Set-up and maintain manual and electronic filing systems per Wohlsen standards.
• Answer phones, take messages, schedule appointments.
• Organize and direct Project Team on routine tasks and general information.
• Schedule and organize time, i.e., setting priorities
• Work with others in a team environment to accomplish the task at hand.
• Good communication skills, including written, verbal, and electronic. Pleasant telephone manner.

Other Tasks (if applicable)

• Order and maintain office supplies and equipment. Distribute supplies when delivered.
• Sort, and distribute incoming and outgoing materials.
• Replenish postage meter. Coordinate distribution services (FedEX, UPS, etc.).
• Coordinate with building security firm to establish safety measures.
• Greet visitors to office and notify appropriate staff of visitor’s presence and cover switch board, as needed.
• Occasional travel to a job site or other Wohlsen office is required, including transporting of items between offices.

Qualifications:

• High school graduate/GED or equivalent work experience.
• Minimum of five years’ experience in a technical office environment.
• Proficient with Microsoft Office software systems Word, Excel, Outlook, and PowerPoint.
• Familiarity with ASTA, Bluebeam, DocuSign and CMIC is a plus.
• Capable to work computer, keyboard, and mouse, operate printer, fax machine, copy machine and scanner. Ability to operate basic office equipment like phone and calculator.

It is the policy of Wohlsen Construction to provide equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, gender, gender identity, genetic information, pregnancy, or any other protected characteristic under applicable law. This policy relates to all phases of employment, including, but not limited to, recruiting, employment, placement, promotion, transfer, demotion, reduction of workforce and termination, rates of pay or other forms of compensation, selection for training, the use of all facilities, and participation in all company-sponsored employee activities.

The information contained herein is not intended to be an all-inclusive list of the duties and responsibilities of the job, nor are they intended to be an all-inclusive list of the skills and abilities required to do the job. This job description does not constitute a contract of employment and Wohlsen Construction may exercise its employment at-will rights at any time.