Project Assistant - Mission Critical

STO Building Group Careers; Cedar Rapids (IA); On-site; USD 36,000 - 48,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

401(k) retirement plan with employer 1

Life & AD&D Insurance

Paid time off

Paid holidays

Job summary

Layton Construction is seeking an organized Administrative Assistant to support project teams in Cedar Rapids. You will manage contracts, orders, and owner payments while maintaining rigorous filing and compliance. Strong MS Office skills and 2+ years of admin experience in construction are preferred.

Join a team that values accuracy, safety, and teamwork, handling multi-tasking with professional communication and a proactive attitude toward tasks and deadlines.

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 able to create and edit legal documents and spreadsheets using each application.
• Excellent written and verbal communication skills.
• Excellent organization skills; develops systems to access information efficiently.
• Ability to multitask and establish priorities.
• Team player; collaborates to help others achieve goals.
• Ability to perform duties safely, with or without accommodation.
• Construction company experience preferred.
• Knowledge of Layton Construction methods preferred.
• One to two years post high school admin assistant training preferred.

Responsibilities

• Champions “The Layton Way” by delivering predictable outcomes for internal and external teams and customers.
• Ensures honesty, unity, safety, and quality of work in all tasks.
• Assembles and prepares contracts, purchase orders, owner pay requests, and related documents.
• Supports project buyout by verifying subcontractor prequalification.
• Maintains organized filing system and ensures proper use.
• Performs periodic audits of contract documents and change orders.
• Prepares meeting agendas and transcribes minutes as directed.
• Ensures timely responses from subcontractors for paperwork.
• Maintains project compliance items required by owner and Layton contract.
• Disburses payment to compliant subcontractors with approval.
• Assists in OCIP/CCIP program administration and maintains related documents.
• Manages contracts, purchase orders, and CMiC workflow including eSign.
• Prepares and issues change orders for extra work.
• Coordinates milestones planning (permits, groundbreaking, closeout).
• Drafts and files correspondence.
• Performs other related duties as assigned.

Skills

Typing 50 wpm

Multitasking

Team player

Communication

Organization

Secretarial exp

MS Office

Education

High school diploma

Admin assistant training

Tools

Microsoft Word

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.
• 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.