Operations Assistant

Nason Construction, Inc.; Wilmington (DE); Hybrid; USD 42,000 - 62,000; Full time

Job summary

Nason Construction, Inc. is seeking an Operations Assistant to run and organize project activities from bidding to completion in collaboration with the estimating and construction teams.

The role includes maintaining records, coordinating with subcontractors, and supporting PMs throughout the project lifecycle. The ideal candidate will have strong communication, organizational, and multitasking skills, with proficiency in Microsoft Office and knowledge of SAGE Timberline or the ability to learn

Qualifications

• > Experience coordinating with multiple managers.
• - Excellent written and verbal communication skills.
• - Strong organizational and multitasking abilities.
• - Proficiency with Microsoft Office; willingness to learn SAGE Timberline.

Responsibilities

• > Provide administrative support on projects from bidding to completion.
• > Communicate with subcontractors during bidding and updates to documents.
• > Maintain project records and documentation for estimating team.
• > Compile submissions from subcontractors and manage compliance.
• > Assist estimating team with bidding packages and proposals.
• > Aid during transition from estimating to construction after award.
• > Assist PMs with buy-outs, submittals, and change orders.
• > Prepare reports, meeting minutes, schedules, budgets, and contracts.

Skills

Communication

Organizational skills

Multitasking

Client-facing

Microsoft Office

SAGE

Tools

SAGE Timberline

Job description

Overview: We are looking for a responsible, self-motivated Operations Assistant who will run, administer, and organize all project activities from bidding to completion of projects in cooperation with the estimating and construction team. This person will fill an administrative role throughout the life of the project and would have the chance to grow with in the company. The major duties, tasks, and responsibilities usually carried out by project assistants are shown below:

• Provide administrative assistance on projects from estimating to completion
• Communicate with subcontractors during the bidding process regarding updates to documents from potential clients and submission dates to ensure coverage in all necessary divisions.
• Keep records of all information related to the project for documentation, clarification and presentation to the estimating team
• Compile all submissions from subcontractors during bidding process to be reviewed by estimating team, manage subcontractor compliance, and issue commitments/subcontracts upon award
• Assist estimating team in the completion of bidding packages/proposals for submission to clients
• Assist during the transition from estimating department to construction department after project award and obtaining any necessary permits
• Assist PMs in completion of buy outs and track all submittals
• Assist PMs in receiving and disseminating communications during the project's duration, including change requests and change orders
• Assist PMs in completing close outs of projects including logging and tracking punch list items
• Assist with preparing and maintaining reports, meeting minutes, project schedules, budgets, contracts, and scheduling meetings
• Assist accounting department with project related items including review and obtaining approval of accounts payable material and subcontractor invoices, preparation and review of accounts receivable billings, job-cost reporting and analysis
• Responsible for applying for, submitting and tracking all relevant state and local municipal permits and when necessary municipal business licenses.
• Complete office administrative items as needed
• Other projects as required by Sr. Management, project team, or accounting department

Requirements

• Previous experience in cooperating with multiple managers
• Excellent client-facing and internal communication skills
• Excellent written and verbal communication skills
• Solid organizational skills including attention to detail and multitasking skills
• Strong working knowledge of all Microsoft Office and an ability to pick up on new software programs such as SAGE or current working knowledge of SAGE-timberline software