Administrative Assistant - Commercial Construction

Orlando, Florida
Open based on experience
May 10, 2019
Jul 09, 2019
Construction

Position:

Administrative Assistant provides support to the Preconstruction Director and Managers, keeps preconstruction systems updated with relevant information, and is the preconstruction procedures gate keeper during bids. 

Description:

This position must be able to work independently, ensure that all responsibilities are processed accurately and in a timely manner, be organized, work with various software systems, and know the pre-construction bidding procedures and ensure they are followed by the Bid Team.

Responsibilities

Administrative Assistant is responsible for the following:

  • Be the Gatekeeper of Preconstruction Procedures during bid process - Complete
  • Create bid projects in Box - Complete
  • Create negotiated projects in Procore - Complete
  • Request and Maintain ADP Charge Codes for Preconstruction Projects
  • Bid Documents
    • Download Bid Documents
    • Organize Bid Documents
    • Upload Bid Documents to PreconstructionProject File in Box
    • Order Bid Document Copies for the PCM and PM
    • Specifications
      • Upload Specifications to Procore
      • Review and Submit Specifications in Procore
  • Drawings
    • Identify Drawings
    • Upload “Named” Drawings to Preconstruction Project File in Box
    • Upload “Named” Drawings to Procore
    • Review and Submit Drawings in Procor
  • Call subcontractors for bid status
  • Process RFIs during bid process
    • Create RFI in Architect’s software (when required) then submit to specified distribution
    • Create RFI in Procore (include copy created in Architect software) then submit to specified distribution
    • When answer is provided by Architect, copy the Architect’s answer into Procore RFI. Submit to
    • specified distribution. Close RFI.
  • Create the Bid/Contract Document Log
  • Request and process financial information from low bidders – by Shannon
  • Create Bid/GMP Books for Client, PCM, and PM
  • Upload copies of all Bids to Box
  • Indicate in BuildingConnected which subcontractor was awarded project
  • Update BuildingConnected with PM and Super subcontractor reviews
  • Update preconstruction section of MOM Report in Smartsheet
  • Send out Bid Qualification forms to subcontractors
  • Update BuildingConnected with information from submitted Bid Qualifications
  • Update Target Program Dashboard in Smartsheet
  • Assist Executives as needed
  • Participate in relieving the Receptionist for lunch and breaks.

Requirements:

  • Construction or sub-contractor experience  7 to 10 years general administrative experience

Education Requirements:

  • High school some college helpful

Salary/ Hourly:

  • Open based on experience

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