Construction Administrative Assistant Jobs

Construction Administrative Assistant

JAG Development, a prominent construction company specializing in custom luxury homes and commercial projects, is seeking a detail-oriented and organized Administrative Assistant. The ideal candidate will possess strong organizational skills, competent computer knowledge, excellent communication abilities, and a proactive approach to problem-solving. This role has upward growth potential and training.

Responsibilities:

Document Control:

• Upon approval from the Project Management team, send documents out for e-signature and track progress.
• Prepare documentation for execution, including contracts, permit applications, subcontract agreements, etc.
• Ensure proper labeling, filing, organization and version control of documents.

Record meeting minutes from various meetings that will occur, like client meetings, project meetings, and site walks.

Manage calendars for assigned Project Management Team

Assist with final execution for project buy-out.

Assist with Pre-Construction site preparation:

• Obtain Dust permit and order signage.
• Create job setup in BuilderTrend, Dropbox, and job binders.
• Oversee Pre-Construction video/photos of initial site, ie, curbs, sidewalks, streets, neighboring properties, existing vegetation, or fencing, etc.
• Including, track out, order portable toilet, order site dumpster, order mobile office, ensure temporary water and power setup, etc.

Coordinate list of subcontractors for the project with company names, phone numbers, contact names, and email addresses.

Ensure that no subcontractor work begins without proper documentation for each subcontractor.

Extensive document control in Dropbox (cloud-based storage) and BuilderTrend (project management tool) applications

Oversee client/owner finish selections list(s)

• Create a detailed spreadsheet with selections details for each room in the home, item numbers, descriptions, photos.

Create and maintain Project Binders

• Coordinate with superintendent and subcontractors to prepare warranty and owner manual information.
• Field Binder
• Closeout Binder – prepare formal closeout binder to present to client/owner.
• Accounting Binders
• Project Management Binder

Execute walk-through forms and maintain for 30-day and one (1) year post project completion walk-throughs with client/owner and project management team.

Qualifications:

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Strong organizational and multitasking skills, with exceptional attention to detail
• Excellent written and verbal communication abilities
• Proven experience as an administrative assistant or in a similar role.
• High school diploma or equivalent
• Professional demeanor and strong interpersonal skills
• Reliable transportation and a clean driving record
• Ability to prioritize tasks and work independently in a fast-paced environment
• Familiarity with construction terminology and processes is a plus

If you are a highly organized and detail-oriented individual looking to contribute to the success of luxury residential and commercial projects, we invite you to join our team at JAG Development. This is an excellent opportunity to work with a renowned company that values quality, innovation, and excellence in every project. Benefits are offered after 90 days, including medical, dental, vision, and (PTO) paid time off. Apply today and become part of our dynamic and talented team.