Construction Project Coordinator & Admin Specialist

STO Building Group; Owasso (OK); On-site; USD 35,000 - 50,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

401(k) with employer match

Paid time off

Employee Assistance Program

Job summary

STO Building Group is seeking an Administrative Assistant in Owasso, Oklahoma. The role provides essential support to construction projects, ensuring documentation is accurate and complete. Applicants should have at least 2 years of administrative experience, strong organization skills, and familiarity with Microsoft Office applications.

Benefits include medical, dental, and vision insurance, a 401(k) retirement plan with employer match, paid time off, and various additional perks. This position is an excellent opportunity for team players looking to contribute to the construction field.

Qualifications

• At least 2 years of experience in secretarial or administrative work.
• Knowledge of basic work methods and techniques used in construction.
• One to two years of post-high school administrative assistant training preferred.

Responsibilities

• Provides administrative support to construction teams.
• Manages project records and tracks deliverables.
• Prepares construction project documentation.
• Coordinates communication with subcontractors.
• Maintains an organized filing system.

Skills

Typing speed of 50 words per minute

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Excellent written and verbal communication skills

Excellent organization skills

Ability to handle multiple tasks

Team player

Education

High school diploma or equivalent

Job description

JOB DESCRIPTION

The Project Assistant provides essential administrative and project coordination support to construction teams to ensure projects run efficiently and documentation is accurate and complete. This role is responsible for managing project records, tracking key deliverables, coordinating communication with subcontractors and internal teams, and supporting contract and compliance processes. The Project Assistant plays a critical role in maintaining organization, driving timely follow-up, and upholding Layton’s standards of quality, integrity, and operational excellence throughout the project lifecycle.

Summary

JOB DESCRIPTION

The Project Assistant provides essential administrative and project coordination support to construction teams to ensure projects run efficiently and documentation is accurate and complete. This role is responsible for managing project records, tracking key deliverables, coordinating communication with subcontractors and internal teams, and supporting contract and compliance processes. The Project Assistant plays a critical role in maintaining organization, driving timely follow-up, and upholding Layton’s standards of quality, integrity, and operational excellence throughout the project lifecycle.

Duties

• Champions “The Layton Way” by delivering predictable outcomes for internal teams, external teams, and customers.
• Ensures that “Constructing with Integrity” is delivered by working with honesty, unity, safety, and quality of work.
• Assembles, compiles, and/or prepares the following documents to ensure efficient and complete documentation for construction projects: contracts, purchase orders, owner pay requests, project insurances, bonds, Notices of Commencement, legal documents required for project start/completion, warranties, owners’ operations and maintenance manuals, and as-built drawing for closeout; monitors and enforces legal and insurance compliance with respect to all required construction paperwork, including paperwork required in-house.
• Ensures timely responses from subcontractors for contract paperwork.
• Creates and maintains project checklist.
• Works with the Superintendent establishing dates for receiving shop drawings and milestones necessary to complete the project on time. Follows up for review and approval for shop drawings, samples, material lists, etc.
• Maintains logs reflecting the status of shop drawings, requests for clarification, change requests, and proposal requests.
• Distributes change requests and follows up for pricing changes.
• Instructs project team in organized filing system and assures its proper use.
• Prepares agendas and other preconstruction meeting documents.
• Records and/or transcribes minutes at the preconstruction meeting.
• Prepares and issues change orders to subcontractors and owners for extra work performed on the project.
• Assists in estimate and buyout of projects.
• Coordinates with project managers to increase understanding of projects and to improve the quality of the project paperwork.
• Discusses and coordinates personal and project goals, important issues, and objectives.
• May administer contracts and purchase orders as assigned by leadership.
• Assists in establishing OCIP or CCIP program per contract requirements. Maintains required documents for program.
• Drafts, transmits, and files correspondence.
• Assists in bidding and in developing scope of work for trade contractors.
• Performs other related duties as assigned.
  
  

Qualifications

• High school diploma or equivalent.
• Types a minimum of 50 wpm.
• Has at least 2 years’ experience in secretarial or administrative work.
• Has a working knowledge of Microsoft Word, Excel, PowerPoint, and Outlook and is able to create basic documents and spreadsheets using each application.
• Has excellent written and verbal communication skills.
• Has excellent organization skills; develops systems that provide access to information with the ability to retrieve and deliver required information effectively.
• Has the ability to handle multiple tasks simultaneously; can establish priorities and an effective course of action.
• Has the ability to accomplish routine tasks.
• Is a team player; works well with other people; takes time to help co-workers, customers, and others achieve their goals and assignments.
• Has the ability to perform essential duties and responsibilities efficiently, accurately, and safely, with or without reasonable accommodation, and without posing a threat of harm to self or others.
• Previous experience working in an administrative role in a construction company preferred.
• Knowledge of basic work methods, techniques and systems used by Layton Construction preferred.
• One to two years post high school administrative assistant training preferred.
  
  

Benefits: The Company offers the following benefits for this position, subject to applicable eligibility requirements: Medical Insurance, Dental Insurance, Vision Insurance, Health Savings Account, Healthcare Flexible Spending Account, Dependent Care Flexible Spending Account, 401(k) retirement plan with employer match, Life & AD&D Insurance, Long-term Disability Insurance, Short-term Disability Insurance, Critical Illness Insurance, Accident Insurance, Hospital Indemnity Insurance, Home & Auto Insurance, Family Support, Pre-tax Paid Parking/Public Transportation, Paid time off, Time Away Benefits, Paid Holidays, Group Legal, Employee Stock Purchase Plan, Identity Theft Protection, Group Legal, Pet Insurance, Employee Assistance Program.

EEO Statement - Layton Construction is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.

About Us

Layton Construction is a privately held national general contractor, delivering predictable outcomes in commercial construction since 1953. Headquartered in Salt Lake City, Utah, Layton operates from 16 strategic offices across the United States, employing more than 1,500 construction professionals who serve diverse markets including healthcare, education, commercial office, industrial, hospitality, and multi-unit residential.

Founded on the core values of honesty, unity, safety, and quality, Layton has built a reputation for excellence in complex project delivery while maintaining strong partnerships with clients, architects, and trade partners nationwide.

The STO Building Group family of companies—Structure Tone, Structure Tone Southwest, Pavarini Construction Co., Pavarini McGovern, LF Driscoll, Govan Brown, Ajax Building Company, BCCI Construction, Layton Construction, Abbott Construction, and RC Andersen—includes over 4,000 employees located in offices throughout the US, Canada, UK, and Ireland. We provide a complete range of construction services, from site selection analysis, design constructability review and aesthetic enhancements to interior fit-outs, new building construction, and building infrastructure upgrades and modernization. Learn more about how we partner with our clients to imagine, execute, and realize their vision at stobuildinggroup.com.