Construction Project Administrative Assistant

Creative Solutions Services, LLC; Lebanon (IN); On-site; USD 40,000 - 70,000; Part time

Job summary

Creative Solutions Services, LLC is seeking a Construction Project Administrative Assistant for an onsite contract role in Indiana. You will support project teams with RFIs, RFPs, submittals, and subcontract processing, while maintaining project documentation and cost tracking.

The role requires strong communication skills, proficiency in Windows and the Microsoft Office suite, and experience in construction or building maintenance environments.

Qualifications

• Experience supporting project teams in construction or building maintenance.
• Proficient Windows, MS Office, and email communication.
• Strong interpersonal communication with internal and external clients.

Responsibilities

• Support project business activities: RFIs, RFPs, submittals, and subcontract processing.
• Manage project documentation, cost tracking entry, and invoicing.
• Assist with subcontract process and generate subcontracts via templates.
• Organize subcontractor documents: waivers, COIs, wrap ups, bonding.
• Coordinate safety programs and toolbox trainings with project management.
• Enter project dates, schedules, and contract costs in tracking system.
• Assist procurement of materials using electronic purchasing tools.
• Prepare submittal packages for technicians or customers.

Skills

Construction support experience

Windows & MS Office

Interpersonal skills

Education

High School Diploma or equivalent

Associates degree preferred

Project accounting basics

Tools

Microsoft Project

Excel

PowerPoint

Job description

At-a-Glance:

Are you ready to build your career by joining an international fire, HVAC and security equipment company. If so, our client is hiring a Construction Project Administrative Assistant.

Position Type:

• Contract
• Onsite

Required

• Required Qualifications:
  • Experience supporting project related teams in the construction or building maintenance industry
  • Proficient computer skills with general Windows environment, Microsoft Office software, and email
  • Must have strong interpersonal skills to effectively communicate with both internal and external clients
• Preferred Qualifications:
  • Experience working with government contracting
  • Experience working with construction documentation; RFI's, RFP's, submittals, etc
  • Proficiency working with Microsoft Project
  • Advanced skills working with Microsoft Excel and Powerpoint
  • Ability to prioritize work activities based upon financial impact to desired business goals
• Preferred Education:
  • High School Diploma or equivalent required. Associates Degree (or higher) preferred.
  • Experience and/or basic project accounting or costing principals

Responsibilities:

• Support the projects business activities such as RFI's, RFP's, submittals, subcontract processing, managing project documentation, support of booking or cost tracking system entry, and customer invoicing
• Completes the delivery of project or sales related administrative tasks to ensure customer expectations and internal project financial commitments are met
• Supports new contracts and manages any changes to existing maintenance and service, retrofit or PSA contracts, Labor and Material tickets, and service order management tickets
• Assists with the subcontract process.
• Assists project management by generating the subcontracts online or using templates.
• Organizes subcontractor documentation such as waivers, certificates of insurance, wrap ups, and bonding information.
• Manages subcontractor invoices by releasing for payment or researching payment problems.
• Manages project documentation files.
• Gathers documents such as submittal documentation, customer communication, subcontracts documents, and proposals.
• Completes project closeout checklists including as-builts, final invoicing to the customer, warranty letters, project books and training documentation.
• Produces submittal packages for use by technicians, engineers or the customer.
• Gathers documents such as network flow diagrams, room schedules, project bill of materials, etc
• Assists with procurement of materials utilizing electronic purchasing/ordering tools to enter and track project materials
• Works with project management to ensure cost scheduling and re-estimates are entered into the tracking system.
Enters project dates, schedules, and contract costs as directed
• Assists management in the coordination of safety programs.
• Verifies that monthly toolbox training and safety reporting are completed.
• Works with project management to ensure employees have the proper safety equipment
• Performs other duties as required to support the project team