Fabrication Project Admin & Documentation Specialist

Andy J. Egan Co; Grand Rapids (MI); On-site; USD 44,000 - 54,000; Full time

Job summary

Andy J. Egan Co. is seeking an Administrative Assistant to support the Fabrication Department in Grand Rapids, MI. The role involves tracking bids, submittals, RFIs, and project documentation from bid through completion.

Ideal candidates are highly organized, detail-oriented, and able to handle changing priorities in a fast-paced environment. Proficiency with Excel and Microsoft 365, plus strong communication with project managers and vendors, is required.

Qualifications

• Highly organized and detail-oriented candidate who can manage multiple deadlines.
• Strong communication and customer service skills with internal and external stakeholders.
• Proactive, professional, and able to balance shifting priorities in a fast-paced environment.

Responsibilities

• Initialize estimates and manage documents throughout the bid process.
• Maintain department bid schedules and manage opportunities in BuildingConnected.
• Assist with job initialization and review contract details for proper setup.
• Organize and maintain job folders and document control systems.
• Process and track subcontracts, change orders, submittals, and RFIs.
• Maintain billing schedules and process billings according to contract requirements.
• Run weekly accounting and project reports.
• Enter daily timesheets.
• Assist with maintaining welder qualifications and continuity records.
• Coordinate project documentation, shipments, and administrative tracking.
• Monitor project schedules, milestones, and critical deadlines.
• Communicate with project managers, fabrication staff, vendors, and customers.
• Work closely with the Fabrication Administrator to support fabrication project managers, the Quality Manager, and fabrication foremen.

Skills

Organizational skills

Attention to detail

Microsoft Excel

Communication

Tools

Microsoft 365

Job description

Andy J. Egan Co. is seeking an Administrative Assistant to support the Fabrication Department in Grand Rapids, MI. The role involves tracking bids, submittals, RFIs, and project documentation from bid through completion.

Ideal candidates are highly organized, detail-oriented, and able to handle changing priorities in a fast-paced environment. Proficiency with Excel and Microsoft 365, plus strong communication with project managers and vendors, is required.