Project Assistant - Mission Critical

Layton Construction; Cedar Rapids (IA); On-site; USD 38,000 - 48,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

401(k) retirement plan with employer‑m

Paid time off

Paid Holidays

Pre-tax Parking/Public Transportation

Job summary

Layton Construction in Cedar Rapids, IA is seeking an experienced Administrative Assistant to support project teams. You will manage documentation, fileable records, minutes, and correspondence to ensure efficient project closeout and daily operations.

Key responsibilities include organizing filing systems, coordinating with subcontractors for paperwork, and maintaining CMiC workflow updates under project team guidance. Strong MS Office skills and clear communication are essential.

Qualifications

• Must have strong typing and document management skills.
• Proficient in MS Office and able to create/edit legaldocuments and spreadsheets.
• Excellent written and verbal communication and organization skills.
• Ability to handle multiple tasks and prioritize.

Responsibilities

• Assembles, compiles, and maintains project documentation: contracts, POs, owner pay requests, bonds, notices of commencement, warranties, O&M manuals, and as‑builts for closeout.
• Monitors and enforces compliance with legal/insurance paperwork.
• Assists in buyout by verifying subcontractor prequalification and safety/financial review.
• Maintains organized filing system and ensures proper use by project team.
• Prepares agendas, transcribes minutes, and drafts/circulates correspondence.
• Ensures timely responses from subs for paperwork and administers CMiC workflow.

Skills

Typing 50 wpm

MS Word/Excel/PowerPoint/Outlook

Verbal & written communication

Organization/filing systems

Multitasking

Team player

Education

High school diploma or equivalent

1–2 years admin training preferred

Tools

CMiC

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

• 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.