Jobsite Administrator

Ryan Companies US, Inc.; Dallas (TX); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Medical, Dental and Vision Benefits

Retirement and Savings Benefits

Paid Time Off (PTO)

Educational Assistance

Employee Assistance and Wellness

Volunteer Time Off (VTO)

ERGs and Diversity Programs

Job summary

Ryan Companies US, Inc. in Dallas, TX is seeking an Administrative Assistant to support the Project Manager and Superintendents. The role demands strong organization, clear communication, and knowledge of construction terminology.

Tasks include document prep, meeting support, file management, and coordinating site services. Ideal candidates have prior administrative or construction industry experience, strong MS Office skills, and the ability to work independently and within a team.

Qualifications

• Minimum one year of administrative experience preferred, ideally in construction.
• Proficiency with Microsoft Office Suite is required.
• Strong organizational, communication, and analytical skills with good mathematical aptitude.

Responsibilities

• Prepare documentation: letters, memos, emails, and faxes.
• Provide phone coverage for team members as required.
• Create and maintain project files electronically and manually.
• Coordinate shop drawing submittal, distribution, and approval.
• Take meeting minutes and distribute as requested by leadership.
• Photograph jobsite weekly and prepare monthly slideshow.
• Assist with LEED documentation and other administrative tasks.

Skills

Administrative support

Communication

Organizational skills

Tools

Microsoft Office Suite

Job description

Job Description

This individual will provide administrative support to the Project Manager, Superintendent, and team with a clear understanding of procedures and guidelines, having a thorough knowledge of construction terminology and processes, initiates standard tasks with little or no supervision.

Some things you can expect to do:

• Prepare miscellaneous documentation as required: letters, memos, basic correspondence, faxes, emails, etc.
• Provide phone coverage for team members as required.
• Create and maintain project files, both electronically and manually.
• Coordination of messenger services and special delivery needs.
• Coordination of jobsite needs: phone, fax, office equipment, water service, cleaning service, dumpsters, etc. (set-up and removal).
• Provide administrative support during weekly meetings: Subcontractor Foreman meetings, Owners/Architect/Consultant meetings, Team meetings. Compile handouts for meetings (meeting minutes, sign-in sheet, submittal log, RFI log, drawing log, schedule, insurance log, contract log, change request log, extra work authorization log, sketch log, ASI tracker)
• Photograph jobsite weekly and prepare monthly slideshow.
• Assist Project Manager with obtaining LEED documentation from subcontractors and entry into LEED Online.
• Manage shop drawing submittal, distribution, and approval process.
• Manage the development and maintenance of logs, files, and lists for shop and design drawings. Distribute documents to appropriate parties.
• Update field hard set and Proliance electronic design documents.
• Compose meeting minutes as requested by Project Manager, Division Manager, and Superintendent.
• Respond to subcontractor questions and resolve issues.
• Manage the following closeout procedures: Attend punchlist walk-through; Record and issue punchlist; Ensure timely completion of punchlist work; Prepare and submit O&M Manuals to the Owner; Collect and submit record drawings to the Owner; and close out subcontracts.
• Initial set-up of the jobsite office.
• Troubleshoot basic IS problems and act as a liaison between the jobsite and the IS Department.
• Order office supplies.
• Act as primary liaison for jobsite specific vendor services.
• Promote communication between the jobsite office and the corporate office/construction department.
• Track and process subcontractor Daily Reports.
• Assist the Superintendent with initial set-up of safety process and procedures.
• Emergency procedure follow-through.
• Track and procure MSDS safety documents.
• Coordinate safety requirements for subcontractors coming on-site.
• Serve as liaison between field staff and jobsite office staff.
• Provide computer support as necessary to field staff.
• Set-up Saturday coverage rotation calendar and remind individual of their week.
• Provide such tracking tools as: 'Tidy Friday' sign-in sheet, delivery schedule, crane request, and material hoist request.
• Assist field staff with submittal of weekly per diems and monthly credit card statements.
• Assist Project Manager and Superintendent with preparation of project schedule updates.
• Maintain a high level of professional standards (honesty and integrity, professional appearance and conduct, proven dependability, treat coworkers with respect and deal with conflict in a positive, responsible manner).
• Take the extra steps necessary in dealing with internal and external clients to create "raving fans".
• Takes the extra steps necessary to successfully increase responsibilities at the jobsite.
• Perform other related administrative duties and responsibilities as required or assigned.

Eligibility

Position requires verification of employment to work in the U.S.

Benefits

• Competitive Salary
• Medical, Dental and Vision Benefits
• Retirement and Savings Benefits
• Flexible Spending and Health Savings Accounts
• Life Insurance
• Short-Term and Long-Term Disability
• Educational Assistance
• Paid Time Off (PTO)
• Employee Assistance and Wellness Programs
• Family Planning & Parenting Benefits
• Employee Discount Programs
• Pet insurance
• Charitable Donation Matching
• Volunteer Time Off (VTO)
• Employee Resource Groups (ERGs)

Ryan Companies is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Notice to Candidates

Please be advised that initial outreach regarding employment at Ryan Companies will only occur via email from the domain @ryancompanies.com email address. If you recieve communication from someone you believe is impersonating Ryan Companies, please report it to us at [e-mail]

To be successful in this role, you must have previous administrative experience and/or construction industry experience. Strong organizational, communication, and analytical skills & good mathematical aptitude are required. Proficiency with Microsoft Office Suite is expected. You should be self-motivated and work well in a team environment. You need to consistently demonstrate initiative and successfully work towards increasing project responsibilities. At a minimum, you must be able to maintain an organized project filing system, manipulate a keyboard, read typed documents, lift 25 pounds, and communicate in-person & on the telephone.