Administrative Assistant

This is a great opportunity for someone who is looking to expand their career in the construction industry. The ideal candidate would enjoy being the right-hand person to the Project Manager, and assisting with various tasks. You will be responsible for coordinating schedules, updating spreadsheets, generating reports and more. We have a casual and fun environment and plenty opportunity for advancement!

Responsibilities of Administrative Assistant:

• Attend internal project coordination meetings to ascertain project administration requirements.
• Answer incoming phone calls and direct them as necessary.
• Prepare meeting and training rooms as needed.
• Assist Project Teams with take-offs, estimates and proposals.
• Assist Project Teams with developing Labor Data Sheets and tracking daily labor used on projects.
• Assist Project Teams with the development and monitoring of a Project Schedule.
• Receive signed proposal/purchase orders from PM.
• Fill out any required vendor documentation for customer.
• Gather and send close-out documents to the client at the end of a project.
• Create submittal packages for projects.
• Create project folders or Job Jackets for installation crews.
• Purchase order creation and ordering equipment from AV vendors.
• Inventory tracking of staged materials.
• Approving invoices for received equipment.
• Order consumable materials.
• Mailing out thank you notes for completed jobs.
• Requesting COI from Insurance Associates and sending to customer and/or property manager.
• Submitting for LV electrical permit, entering permit into permit log and sending to customer.
• Entering project into accounting system.
• Scheduling required inspections for permit as directed by PM.
• Monitor project costs to see if a billing should be done.
• Generate all invoices and lien waivers (if necessary) and sending to customer.
• Monitor AR aging and collecting on any outstanding invoices.
• Maintain and update filing, inventory, mailing, and database systems.
• Communicate with customers, employees, and other individuals to answer questions,
• disseminate, or explain information, and address complaints.
• Compile, copy, sort, and file records of office activities, job jackets and folders, business
• transactions, and other activities.
• Create Panel Schedules and Run Sheets based on project drawings and requirements.
• Create Panel labels, faceplate labels, wrap around labels from Panel Schedules and Run Sheets.
• Create and update Patching Sheets and documentation.
• Download testers, save results, and reconcile test results with Panel Schedules and Run
• Sheets to verify that all cables have been tested.
• Submit all necessary warranty paperwork and test results to manufactures to receive

warranty.

Requirements of Administrative Assistant:

• Must have knowledge and experience with the Microsoft Office Suite with a particular knowledge of Excel.
• Excellent writing and communications skills.
• Must be willing to learn and have a team mindset.
• Must be able to work with others of all skill levels and various personalities and be a valued
• team member in a fast-paced deadline driven environment.
• Completed Bachelor’s degree
•  Valid driver’s license with clean driving record
• Very detail-oriented, organized, and reliable
• Strong time management skills
• Excellent verbal and written communication
• Professional attitude
• Self-starter and decision maker