Project Coordinator Administrative Assistant

Gilliatte General Contractors, Inc.; Indianapolis (IN); Hybrid; USD 42,000 - 65,000; Full time

Benefits offered by this job

401(k) with matching

Health insurance

Health savings account

Dental insurance

Vision insurance

Paid time off/Holidays

Job summary

Gilliatte General Contractors, Inc. is seeking a Project Manager Administrative Assistant in Indianapolis to support the project management team across multiple projects.

The role emphasizes attention to detail, document control, and coordination of submittals, RFIs, and contracts. Ideal candidates will have strong communication skills, proficiency in MS Office, and the ability to prioritize tasks in a fast-paced construction environment.

Qualifications

• Proficient in Microsoft Office applications.
• Experience with construction submittal processes preferred.
• Detail-oriented and organized, able to multi-task.
• Switchboard skills when receptionist is away.
• Excellent time-management and prioritization.
• Strong work ethic with proactive attitude.
• Experience with AIA contracts/software preferred.
• Excellent verbal and written communication skills.
• Knowledge of the general construction industry.
• Ability to meet deadlines and work under stress.

Responsibilities

• Coordinate and support all areas of the projects.
• Attention to details, organization, and making digital files.
• Create, track, and manage flow and distribution of submittals.
• Prepare the project closeout documentation.
• Prepare and revise construction contracts, including owner change orders.
• Prepare subcontractor contracts, purchase orders and change orders.
• Prepare and distribute RFIs to architects, owners, subcontractors, and superintendents.
• Distribute ASIs to subcontractors and superintendents.
• Enter project database information.
• Prepare owner/subcontractor progress meeting minutes.
• Field telephone calls and perform filing.
• Handle other tasks as assigned.
• Deliver bids and projects to contractors when needed.
• Maintain an acceptable moving vehicle report (MVR).

Skills

Microsoft Office

Time management

Communication

Detail oriented

Switchboard

Deadline driven

Construction knowledge

Organizational skills

Tools

AIA Contracts/Software

Job description

Description

Founded more than 40 years ago in Indianapolis and licensed in 38 states, Gilliatte General Contractors' experience and integrity delivers your project on time, with unmatched standards and quality. Gilliatte offers complete capabilities in commercial contracting. From historical renovation / reuse to LEED compliance for green building and other cutting edge construction practices, Gilliatte continues to set the standard in today's market.

Gilliatte General Contractors, Inc. is looking for a Project Manager Administrative Assistant to provide support to the project management team. This position will assist multiple Project Managers and requires the ability to multi-task. This candidate must exercise initiative and discretion in setting priorities to carry out all assignments.

Requirements

• Proficient in Microsoft Office Applications
• Experience with construction submittal processes preferred
• Detail-oriented and organized
• Switchboard Skills (as needed when receptionist away from desk)
• Excellent time-management and the ability to prioritize tasks
• Overachieving attitude and enhanced work ethic
• Experience with AIA (American Institute of Architects) contracts/software preferred
• Excellent verbal and written communication skills
• Knowledge of general construction industry
• Ability to meet deadlines
• Ability to work in stressful situations

Job Description Detail

Duties will include:

• Coordinate and support all areas of the projects
• Attention to details, organization, and making digital files
• Create, track, and manage flow and distribution of submittals
• Prepare the project closeout documentation
• Preparation and revision of construction contracts, including owner change orders and other related documents as directed by the project management team
• Preparation of subcontractor contracts, purchase orders and change orders
• Preparation and distribution of RFI's to architects, owners, subcontractors, and superintendents
• Distribution of ASI's to Subcontractors, and superintendents
• Project database information entry
• Preparation of owner/subcontractor progress meeting minutes
• Fielding telephone calls
• Filing
• Other tasks as assigned
• The ability to deliver bids and projects to contractors when needed.
• The ability to have an acceptable MVR (moving vehicle report)

Job Type: Full-time

Benefits:

• 401(k) with matching
• Health insurance
• Health savings account
• Dental insurance
• Vision insurance
• Paid time off/Holidays