Project Assistant- Healthcare Construction

STO Building Group Careers; Knoxville (TN); On-site; USD 32,000 - 52,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

401(k) retirement plan with employer

Life & AD&D Insurance

Short-term Disability Insurance

Paid time off

Paid Holidays

Employee Assistance Program

Job summary

Layton Construction is seeking an organized administrative professional to support construction projects in Knoxville. You will manage contracts, POs, pay requests, warranties, and closeout documents, ensuring compliance and timely responses from subs.

The role requires strong MS Office skills, 2+ years in administration, and excellent communication. This on-site position offers comprehensive benefits and opportunities in a collaborative team environment.

Qualifications

• High school diploma or equivalent.
• Minimum 2 years’ experience in secretarial or administrative work.
• Working knowledge of Microsoft Word, Excel, PowerPoint, and Outlook and ability to create basic documents and spreadsheets.
• Excellent written and verbal communication skills.
• Excellent organizational skills; develops systems that provide access to information with the ability to retrieve and deliver required information effectively.
• Ability to multi-task and establish priorities.
• Ability to perform routine tasks.
• Team player who helps coworkers, customers, and others achieve goals.
• Ability to perform essential duties and responsibilities efficiently, accurately, and safely.
• Prior administration experience 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.

Responsibilities

• Deliver predictable outcomes for internal teams, external teams, and customers.
• Ensure integrity by working with honesty, unity, safety, and quality of work.
• Prepare contracts, purchase orders, owner pay requests, project insurances, bonds, warranties, and closeout documents; monitor compliance.
• Ensure timely responses from subcontractors for contract paperwork.
• Create and maintain project checklists.
• Coordinate with project managers to align shop drawings, milestones, and reviews.
• Maintain logs for shop drawings, clarification requests, change requests, and proposals.
• Distribute change requests and track pricing changes.
• Instruct project team in organized filing and document management.
• Prepare agendas and preconstruction meeting documents; transcribe minutes.
• Prepare and issue change orders to subcontractors and owners for extra work.
• Assist in estimate and buyout of projects.
• Coordinate with teams to improve project paperwork quality.
• Discuss goals, issues, and objectives with the team.
• May administer contracts and purchase orders as assigned by leadership.
• Assist in establishing OCIP/CCIP programs and maintain related documents.
• Draft, transmit, and file correspondence.
• Assist in bidding and developing scope of work for trade contractors.
• Perform other related duties as assigned.

Skills

Typing 50 wpm

Admin experience

MS Word

Excel

PowerPoint

Outlook

Strong communication

Organization skills

Multitasking

Team player

Education

High school diploma or equivalent

Post-high school admin training

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Job description

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

Layton Construction 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 employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.