Construction Project Administrative Assistant

International Association of Plumbing and Mechanical Officials (IAPMO); Lebanon, Northern (IN, KY); Hybrid; USD 42,000 - 62,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k)

Life insurance

Long-term disability

Short-term disability

Paid parking/public transit

Paid time off

Paid holidays

Job summary

International Association of Plumbing and Mechanical Officials (IAPMO) in Lebanon, IN is seeking a Construction Project Administrative Assistant for a 6-month on-site contract. You will support RFIs, RFPs, submittals, contracts, and documentation, while assisting with procurement, cost tracking, and invoicing.

The role requires strong MS Office skills, organization, and communication to coordinate with internal teams and external clients, ensuring project milestones and closeout deliverables are

Qualifications

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

Responsibilities

• Support project activities such as RFIs, RFPs, submittals, subcontract processing, and documentation.
• Process subcontracting and manage invoices and payments; assist with cost tracking entries.
• Maintain project documentation, closeout checklists, and training or warranty documentation.
• Assist procurement and entry of project material data; coordinate with management on safety programs.

Skills

MS Office

Interpersonal skills

Communication

Project coordination

Education

High School Diploma

Associates Degree preferred

Tools

MS Project

MS Excel

PowerPoint

Windows OS

Job description

Job Title: Construction Project Administrative Assistant

Work Location: Lebanon, IN 46052 (On-site)

Duration: 6-months contract

Job Description:

• Support the project's 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 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, subcontract 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

Required Qualifications:

• Experience supporting project related teams in the construction or building maintenance industry
• Proficient computer skills with general Windows environment, M S 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 M S Project
• Advanced skills working with M S 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.

Benefits:

The Company offers the following benefits for this position, subject to applicable eligibility requirements: medical insurance, dental insurance, vision insurance, 401(k) retirement plan, life insurance, long-term disability insurance, short-term disability insurance, paid parking/public transportation, (paid time, paid sick and safe time, hours of paid vacation time, weeks of paid parental leave, paid holidays annually - AS Applicable).