Project Assistant - Mission Critical

Abbott; Cedar Rapids (IA); On-site; USD 36,000 - 48,000; Full time

Job summary

Layton Construction is seeking an administrative professional to support construction project teams. You will handle contracts, POs, pay requests, and legal docs, ensuring compliance and organized filing systems. The role requires strong MS Office skills, 2+ years of experience, and excellent communication.

You will also coordinate with subcontractors, assist in onboarding, and manage project documentation and CMiC workflow with precision and reliability.

Qualifications

• Typing speed minimum 50 wpm and strong basic computer skills.
• At least 2 years’ secretarial or administrative experience.
• Proficient with Microsoft Office applications and creating/editing legal documents.
• Excellent written and verbal communication and strong organizational skills.
• Ability to manage multiple tasks and priorities effectively.

Responsibilities

• Champions Layton Way by delivering predictable outcomes for teams and customers.
• Prepare and organize contracts, purchase orders, notices, warranties, and closeout docs.
• Assist in subcontractor prequalification and safety/financial reviews.
• Maintain organized filing system and ensure proper use.
• Disburse payments to compliant subcontractors after approvals.
• Administer contracts and CMIC workflow; monitor subcontract change orders.
• Draft, transmit, and file correspondence; coordinate project milestones.

Skills

Typing 50 wpm

MS Word

MS Excel

MS PowerPoint

MS Outlook

Legal document editing

Written and verbal communication

Organization and filing systems

multitasking & prioritization

Team player

Education

High school diploma or equivalent

Post high school admin training

Tools

CMiC workflow

eSign

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.
• Assists in buyout of projects by verifying prequalification of subcontractors to include completion of safety and financial review.
• Instructs project team in organized filing system and assures its proper use.
• Periodic audits to ensure executed contract documents (subcontracts & subcontract change orders) are filed in project BOX folder.
• Prepares agendas and other meeting documents as directed by project team
• Records and/or transcribes minutes as directed by project team
• Ensures timely responses from subcontractors for contract paperwork.
• Creates and maintains project compliance items as required by owner and Layton contract.
• Upon VP/ Project Team approval, disburses payment to compliant subcontractors.
• Assists in establishing OCIP or CCIP program per contract requirements. Maintains required documents for program.
• Administers contracts and purchase orders assigned by project team including initiating CMIC workflow.
• Monitors progress of CMiC workflow for subcontract and subcontract change order approvals (including eSign).
• Prepares and issues change orders to subcontractors and owners for extra work performed on the project.
• Coordinates with project team to ensure planning for project milestones including permitting, groundbreaking, topping off, project closeout are met.
• Discusses and coordinates personal goals and important issues, and objectives.
• Drafts, transmits, and files correspondence.
• 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.
• Proficient in Microsoft Word, Excel, PowerPoint, and Outlook and is able to create and edit legaldocuments 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.