Administrative Assistant / HPM

Hoar Construction; Birmingham (AL); On-site; USD 34,000 - 48,000; Full time

Job summary

Hoar Construction is seeking an Administrative Assistant to support one or more managers with documentation and correspondence related to projects. Responsibilities include creating and maintaining project information, subcontracts, POs, change orders, and transmittals, along with coordinating invoices and payments.

The role requires proficiency in MS Office and familiarity with Adobe/Bluebeam and Procore, plus ability to handle vendor communications, data entry, and document preparation.

Qualifications

• High School Diploma, GED or equivalent.
• 1-2 years administrative support experience preferably in the A/E/C industry.
• Proficient in MS Office, Adobe/Bluebeam; Procore experience preferred.
• General basic knowledge of or ability to learn accounting software and systems.
• Valid Driver's License required.

Responsibilities

• Create and maintain project information in project management system; create subcontracts, purchase orders, change orders and their attachments; generate transmittals per Project Manager’s request for plans and specifications and pay requests.
• Correspond on routine inquiries with subcontractors and vendors; fax or email correspondence to field or other locations as needed.
• Coordinate invoice routing and monitor payments to subcontractors and vendors.
• Enter and maintain client and prospect data in automated system.
• Generate and edit contract-based documents through contract negotiations to produce final AIA owner contract documents; produce owner AIA change orders as required.
• Answer and direct phone calls or take messages for appropriate parties.
• Verify insurance certificates and follow up to ensure proper coverage.
• Greet and welcome persons entering the office; determine purpose of visit and direct them to destinations.
• Notarize, copy and distribute required documents.
• Prepare agendas for meetings and arrange catering for luncheons and other meetings.
• Prepare plans and specifications for pickup/shipment.
• Read and analyze incoming memos, submissions and reports to determine significance and plan distribution.
• Contact subcontractors/vendors to follow up on signed subcontracts, purchase orders and change orders.
• Perform general administrative duties such as filing, photocopying, taking and distributing meeting minutes, managing schedules, coordinating travel, and maintaining database records.

Skills

Administrative support

MS Office proficiency

Communication

Time management

Education

High School Diploma or GED

Tools

Adobe/Bluebeam

Procore

Accounting software basics

Job description

The Administrative Assistant is responsible for handling documentation and correspondence in support of one or more managers.

Responsibilities

• Create and maintain project information in project management system; create subcontracts, purchase orders, change orders and their respective attachments as well as generating transmittals per Project Manager’s request for plans and specifications and pay requests.
• Correspond on routine inquiries with subcontractors and vendors at the beginning and throughout the duration of a project, fax or email correspondence to the field or other locations as needed.
• Coordinate invoice routing and monitor payments to subcontractors and vendors.
• Enter and maintain client and prospect data in automated system.
• Generate and edit contract based documents through contract negotiations to produce final AIA owner contract documents. Produce owner AIA change orders as required.
• Answer and direct phone calls or take messages for appropriate parties.
• Verify insurance certificates and follow up to insure proper coverage is in place.
• Greet and welcome persons entering the office, determine the nature and purpose of visit, and direct or escort them to specific destinations.
• Notarize, copy and distribute required documents.
• Prepare agendas for meetings and make arrangements, such as coordinating catering for luncheons, for committee, and other meetings.
• Prepare plans and specifications for pickup/shipment.
• Read and analyze incoming memos, submissions and reports to determine their significance and plan their distribution.
• Contact subcontractors and/or vendors to follow up on signed subcontracts, purchase orders and change orders.
• Perform general administrative duties such as but not limited to; filing, photocopying, taking and distributing meeting minutes, managing schedules, coordinating travel arrangements, scheduling appointments with internal and external parties, providing back up to switchboard, ordering supplies, sorting and distributing correspondence and maintaining database records.

Requirements

• High School Diploma, GED or equivalent
• 1-2 years of experience providing administrative support preferably in the A/E/C industry
• Knowledge of administrative and clerical procedures and systems such as word processing, e-mail, spreadsheets, and managing files and records and other office procedures at a proficient level.
• Proficient in MS Office, Adobe/Bluebeam; Procore experience preferred
• General basic knowledge of or ability to learn accounting software and systems
• Valid Driver's License required

Physical Demands and Working Environment

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environment: Work is performed primarily in a standard office environment with extensive public contact and frequent interruptions.

Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight 50 lbs; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to travel to other locations using various modes of private and commercial transportation; and to verbally communicate to exchange information.

Vision: See in the normal visual range with or without correction.

Hearing: Hear in the normal audio range with or without correction.

EOE - Vets/Disabilities