Project Secretary

Vaughn Construction; Bastrop (TX); On-site; USD 38,000 - 60,000; Full time

Job summary

Vaughn Construction is seeking an organized administrative support professional to assist project management and oversee general office activity. You will handle multi-line phone routing, mail, AP invoicing, and office maintenance.

The role requires high school completion with two years related experience or equivalent training, strong writing and proofreading skills, and the ability to work in a fast-paced construction office environment.

Qualifications

• High school graduation or equivalent and two years related experience or an equivalent combination of experience and training.

Responsibilities

• Answer and route all incoming calls using a multi-line phone system.
• Route incoming mail to the appropriate department.
• Approve subcontractor invoices for payment.
• Maintain office and break room supplies.
• Maintain office equipment.
• Process accounts payable invoices for approvals.
• Prepare outgoing mail for post office or overnight delivery.
• Update security alarm codes and request maintenance when needed.
• Set up bid projects and maintain HUB subcontractor database.
• May serve as Notary Public and arrange travel for project management.
• Perform other duties to ensure excellent service and client satisfaction.

Skills

Writing

Proofreading

Math

Organization

Multitasking

Education

High school diploma or equivalent

Tools

Windows

Job description

About Us

Vaughn is a regional commercial construction company operating throughout Texas. We are focused on building higher education, healthcare, and research buildings for commercial clients. As a sophisticated construction manager, we utilize the latest technology (including drones, laser scanners, 3D modeling, and 3D printing) to plan and build high-quality, enduring facilities. Further, we treat all employees like family in a family-like environment where our people are proud to work.

About Us

Vaughn is a regional commercial construction company operating throughout Texas. We are focused on building higher education, healthcare, and research buildings for commercial clients. As a sophisticated construction manager, we utilize the latest technology (including drones, laser scanners, 3D modeling, and 3D printing) to plan and build high-quality, enduring facilities. Further, we treat all employees like family in a family-like environment where our people are proud to work.

Our family is committed to safety, integrity, teamwork, excellence, and work ethic. Vaughn's leaders link our strategic priorities and resulting work activities to our core values, and we believe this drives excellence. Vaughn aims to retain and develop individuals aligned with our core values by providing life-changing opportunities.

OUR BIG WHY

We WOW our clients and provide life-changing opportunities for our people, while delivering our projects in a family atmosphere, where our people are proud to work.

Position Overview

Provide support to project management and oversee general office activity.

Duties/Responsibilities

• Uses a multi-line phone to answer and appropriately routes all incoming calls.


• Routes incoming mail to the appropriate department.


• Vouches subcontractor invoices and sends out for approvals.


• Maintains office/break room supplies.


• Responsible for the maintenance of office equipment.


• Vouches accounts payable invoices and sends out for approvals.


• Prepares outgoing mail for post office or for overnight delivery.


• Programs and updates security alarm codes.Calls for maintenance when needed.


• Sets up bid projects, issue bid notices, and/or maintain HUB subcontractor database.


• May serve as a Notary Public.


• May make travel arrangements for project management.


• Performs other duties to ensure successful services are delivered and customers are satisfied.

Maintains excellent attendance and punctuality.

Education and Training

High school graduation or its equivalent and two years related experience or an equivalent combination of experience and training that provides the required knowledge, skills, and abilities.

Knowledge, Skills and Abilities

• Proficiency with writing, grammar, proofreading, and math.


• Computer literacy in a Windows environment.


• Highly organized with multi-tasking capability to manage multiple projects to deadline.


• Ability to create and maintain comprehensive filing system.


• Ability to work with others at all levels of the organization.


• Personable, friendly, and good-humored.


• Excellent memory for details.


• Ability to support the project management's effectiveness.


• Ability to cope with a fast moving environment and busy supervisor.


• Professional boundaries with regard to the handling of privileged information.


• Discretion and tact.


• Presents a professional image.


• Willingness to find new solutions and share ideas in a constructive way.