Construction Administrative Assistant Resume Samples

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M Cronin

Maxime

Cronin

6478 Pagac Shores

New York

+1 (555) 891 8788

6478 Pagac Shores

New York

Phone

p +1 (555) 891 8788

Experience Experience

Los Angeles, CA

Construction Administrative Assistant

Los Angeles, CA

Corwin and Sons

Los Angeles, CA

Construction Administrative Assistant

Work with each site PM and assist them with obtaining and processing project closeout documentation
Assist with typing up and distributing work orders and schedules to staff
Assists in closing out of all accounts and prepares and processes electronic warranty manual/books
Assist in Conducting weekly operation calls, distributing cutoff reports and correct all variances with construction and Buildpro dates
Assist with maintaining and updating project submittals and RFI’s logs
May act as budget manager of departmental project(s)
Assist in drafting responses to Letters of Intent

present

Chicago, IL

Construction Administrative Assistant

Chicago, IL

Murazik and Sons

present

Chicago, IL

Construction Administrative Assistant

present

Provide direction/assistance for any problems or questions that may arise with customers, management, construction and outside vendors
Work closely with Project Managers to handle many administrative and customer service work
Assist the site Project Manager with keeping up to date subcontractor insurance and pre-qualification documentation
Provide professional administrative support to project management team
Maintain calendar for Assistant Community Manager and schedule/confirm appointments
Manage visitors and communications to the project management team
Provide daily administrative support for project management, field operations team, and project owner

Education Education

Associate’s Degree

Drexel University

Associate’s Degree

Skills Skills

Excellent phone skills
Coordinate scheduling of meetings/conference calls and arrange location/call details
Manage domestic travel arrangement, including transportation, reserving accommodations, preparing detailed itineraries, and coordinating materials
Self motivated and good people skills
Good verbal and written communication skills
Create customer deliverables: compilation books and DVDs
Complete and maintain closeout paperwork and applicable warranties
Facilitate invoice billing: internal invoices including updates to Accounts Payable for payment, pay applications and tracking of payment status
Ability to prioritize projects and manage multiple projects at a time
Great organizational skills

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Construction Administrative Assistant Resume Examples & Samples

Answer telephones and communicate appropriate information to connect callers including information on who to contact when a member of the team is out of the office
Coordinate scheduling of meetings/conference calls and arrange location/call details
Manage domestic travel arrangement, including transportation, reserving accommodations, preparing detailed itineraries, and coordinating materials
Complete and submit expense reports in a timely fashion
Prepare and finalize PowerPoint presentations, Word documents, Excel spreadsheets and dashboards as directed
Manage complex, ever-changing calendars and task lists effectively to maximize time in accordance with the executive priorities
Handle FedEx mailings and faxes as requested
Create copies, scanning and maintenance of electronic files
Order, track, and confirm receipt of messenger services and other mailings
Prepare structure charts and diagrams
Complete project work as needed
Print documents as requested
Assist with technology as needed
Handle confidential information in a professional and discreet manner
Ability to effectively and maturely communicate and collaborate with diverse personalities in all levels of management, as well as outside vendors and clients
Experience with coordinating travel and meeting arrangements
Experience managing calendars in different time zones
Organized, detail oriented and extremely thorough while having confidence, poise and communication skills necessary to ensure work processes are accurately and appropriately completed

Construction Administrative Assistant Resume Examples & Samples

Maintain Purchase Order file for procurement of supplies/equipment
Contractor's point of contact
Issues badges, grant access and vehicle passes to contractor employees. Maintain spreadsheet of all badges issued, on-hand and lost badges
Receive contractor man hours and distribute weekly construction report
Process area work notifications
Gather and update weekly operation's work schedule for the following week
Meeting minutes for contractor meetings
Assist leads with clerical and field support as needed
Design small project Visio drawings for leads as needed
Make and compile systems books
Maintain contact/distribution lists/project vacation schedule
Receive and process overtime/weekly timesheets
Office equipment point of contact
Maintain Responsibility Matrix
Assist with monthly report
Maintain Safety Audit Logs
Coordinate weekly meetings and set up via Outlook
Maintain office and copier supplies. Order office supplies-once a month

Construction Administrative Assistant Resume Examples & Samples

Adjust, update and print community reports
Maintain calendar for Assistant Community Manager and schedule/confirm appointments
Liaise between property management company and the project
Assist in setting up meetings, rooms, and/or equipment
Establish and maintain administrative files and records, including computer files and archiving construction files with Iron Mountain Storage
Coordinate special projects as assigned (i.e. power points, graphs, spreadsheets)
Manage the timesheet process for temporary employees and ensure timely submission
Assist in Conducting weekly operation calls, distributing cutoff reports and correct all variances with construction and Buildpro dates
Maintain sales maintenance grid in Enterprise One system to prevent data validation errors
Assist construction with administrative requests (i.e. offline, credit applications, etc.)
Oversee and ensure landscaping and interior fitup meets standards at the models and sales offices
Ensure communities are in presentable condition (i.e. flags at entrance, office cleanliness, signs etc.)
Pay, monitor any leasebacks
Organize pre-opening meetings for new communities
Setup and maintain new tracking spreadsheets, prepare expense reports for construction management
Attend meetings, create minutes and track action items to completion

Construction Administrative Assistant Resume Examples & Samples

Drug screen / background check required
Be able to pass required background checks for the FBOP
Have dependable transportation / required to show up for work on time
At least 5 - 8 years experience as an Administrative Assistant
English as a first language
Have advanced computer skills in Microsoft Office - Word, Outlook and Excel as well as have the aptitude to learn company-specific software programs
The ideal candidate will have exceptional written and verbal communication skills, be detailed oriented, and organized. (Attention to detail is a must)
Demonstrated proficiency in planning, organizing and multi-tasking
Must be able to manage workflow efficiently, be self-reliant, show initiative, good judgment, be a team player and have the ability to handle sensitive and confidential information
Flexible, adaptable, and proactive in dealing with changing priorities and tasks
Outstanding communication skills at all levels of the organization
Must be self-motivated and have the ability to exercise initiative and work independently
Assistance with monthly customer and subcontractor invoicing. (Tracking and logging)
Assistance with Maintaining an updating subcontractor and client project folders, daily reports, safety documentation and quality control documentation
Assist in updating and maintaining subcontractor daily sign in logs
Review sign in logs and subcontractor daily reports for certified payroll reports
Assist with project filing and document input & control
Preparation & distribution of Subcontractor and client meeting minutes
Assist with maintaining and updating project submittals and RFI’s logs
Work with each site PM and assist them with obtaining and processing project closeout documentation
Assist the site Project Manager with keeping up to date subcontractor insurance and pre-qualification documentation
Maintaining and ordering office supplies

Construction Administrative Assistant Resume Examples & Samples

Preferably a minimum of 3 years’ experience in the construction Industry
Strong skills in Excel as well as Microsoft Office
Knowledge in HCSS Construction Software including Heavy Job and Heavy Bid preferred, but not required
Must possess a valid driver’s license and the ability to drive; occasional travel maybe required
Must be effective in time management, organized, able to prioritize tasks and internally motivated to seek out answers, work well under pressure in a fast paced environment
Ability to take direction and follow through with given tasks with minimal supervision
Ability to work overtime and weekends if necessary

Construction Administrative Assistant Resume Examples & Samples

3+ years of administrative experience in the construction or related industry
The ability to prioritize in a fast-paced, deadline driven environment
Excellent follow-up, organizational skills, business acumen and attention to detail
Strong proficiency in Microsoft Word, Excel and PowerPoint are required. (Timberline and Textura experience preferred). Ability to read construction drawings is a plus
Able to communicate professionally, both written and verbal, with all levels of management and vendors

Construction Administrative Assistant Resume Examples & Samples

Provide professional administrative support to project management team
Communicate with subcontractors and vendors as necessary
Organize and support project meetings and take/distribute meeting minutes
Support the maintenance of updating drawings and specifications
Support the maintenance of project tracking logs
Direct invoices to the correct person for coding/payment
Manage visitors and communications to the project management team
Various other organization and project related responsibilities
Prior experience of administrative support or office manager support strongly preferred
Bachelor degree preferred but not required
Computer proficiency required (MS Work, MS Excel, MS Outlook, etc.)
Project owner requires US Citizenship status
Excellent oral, written communication and interpersonal skills
Great organizational skills
Ability to prioritize projects and manage multiple projects at a time
Sense of urgency in deadline driven environment

Construction Administrative Assistant Resume Examples & Samples

Work closely with Project Managers to handle many administrative and customer service work
Utilize computer software to enter work orders into system
Assist with typing up and distributing work orders and schedules to staff
Interface with NJ One Call to schedule "mark-outs"
Assist with communicating critical project updates, including notifying local police, and other private traffic control companies
Answering phones, provide information as needed and ensure a high level of professionalism with customers and general public
Maintain construction project progress information from Project Managers
Assist with billing and creating invoices using computerized software
High School Diploma or General Education Degree (GED) required
Prefer at least 3 years of administrative or clerical experience with another Engineering or Construction firm or Public Utility such as Atlantic City Electric, JCP&L, etc
Must have working proficiency with MS Office 2013, including strong use with MS Excel (formulas, etc.)
Must be comfortable on the phones and talking to various local, state representative, engineers, construction managers and the general public
This is a Contract-to-Perm position and upon becoming perm will offer 100% medical, vision and dental, PTO, 401K, etc. Interviews and computerized skills testing will be conducted

Construction Administrative Assistant Resume Examples & Samples

Provide periodic reporting of energy deliveries, plant performance, and downtime
Process invoices, service agreements, and other documents
Process facility expenses
Interface with site contractors
Perform regulatory filings with public agencies
Assist with complying with safety, federal, and site-specific regulations and agreements
Manage electronic and paper copies of agreements, permits, handbooks, procedures, and project-related documentation
Participate in facility’s annual budgeting process
Provide administrative support to the Operations team
Interface with and support on-site staff as needed
Interface with Engineering, Accounting, Legal, Development staff, and other individuals, both internal and external

Construction Administrative Assistant Resume Examples & Samples

Gather information and provide input to construction management, procurement, project controls and start up and commissioning personnel
Prepare construction status reports for internal and client stakeholders
Prepares, updates and maintains various tracking tools for internal and client
Plans, coordinates and provides logistics and requisition support for the procurement of materials and equipment
Identifies documentation and information available for assigned task
Prepares draft documentation of meeting minutes
Provide assistance to Construction Managers and Project Manager for required reports, logs, and other tools
This role uses judgment based on experience to evaluate situations and develop solutions
Ability to demonstrate proficient use of Microsoft Office software including Outlook, Word and Excel
Ability to demonstrate proficient computer navigation and use to complete daily tasks
10 years craft labor employment (construction administration) or applicable industry experience
Ability to work in a high paced, somewhat hectic work environment (construction site) with high client facing day to day interaction

Construction Administrative Assistant Resume Examples & Samples

Track quantities of cable and other deliveries through the use of spreadsheets
Track cable recycle pickups and cable reel shipments
Scan certs and send to Corp office for final signatures
Perform monthly inspections on trailer safety equipment
Monitor and scan SWPPP & SPCCC reports
Manage and upload electronic and paper copies of agreements, permits, handbooks, procedures, and project-related documentation
Interface with and support on-site staff
Set up for monthly meetings that are held on site and arrange meals for meetings as well as clean up
Associate’s degree in a related field or an equivalent combination of training and experience
5+ years in a technical industry
Proficient knowledge of Microsoft Office software, SAP, and Concur

Construction Administrative Assistant Resume Examples & Samples

Provide administrative needs of department: schedule meetings, process mail, assist with correspondence, maintain standard department materials and manages distribution
Organize, scan, record, track and file payroll records and documents
Facilitate invoice billing: internal invoices including updates to Accounts Payable for payment, pay applications and tracking of payment status
Prepare analysis of accounts
Complete and maintain closeout paperwork and applicable warranties
Interface with other divisions and departments to support billing, waivers, insurance bonds and payroll tasks
Assist with bid forms and prequalification
Create customer deliverables: compilation books and DVDs

Construction Administrative Assistant Resume Examples & Samples

With supervision - assists in the compilation, preparation, distribution, and tracking of departmental projects and provides reporting with corresponding supporting documentation
Coordinate special projects as required by manager and/or leadership
Assign maintenance requests and/or other tasks (i.e. house tap cuts/cable replacement/transfers) to Construction Coordinators
Provide report out for Multiple Dwelling Unit (MDU) from MDU Construction Coordinators to Leadership

Construction Administrative Assistant Resume Examples & Samples

Provide daily administrative support for project management, field operations team, and project owner
Document Coordination
Create contracts, purchase orders, change orders in Prolog system
Enter employee time in JD Edwards system
Prepare and log invoices; follow up on overdue invoices and update log at payment
Prepare closeout documents for approval and submit
Format and proof formal letters
Take meeting notes
Prepare expense reports
Must have practical knowledge of clerical functions such as typing, filing, answering phones
Executive support experience preferred
2 years experience in an administrative role preferred
Microsoft Word and Excel experience
Prolog software experience preferred
Self motivated and good people skills
Excellent phone skills

Construction Administrative Assistant Resume Examples & Samples

Supports a special project manager or project in collection/distribution of data, communications, coordinating project files, managing information flow, coordination of meetings and materials, tracking financials, or preparation of reports associated with a project
May help project managers by executing special or continuous research in support of a project, collecting data and analyzing complex problems associated with a project
Assists with monthly project status reporting and invoice preparation
Coordinates updating and maintenance of project lists and databases
May act as budget manager of departmental project(s)
Assist the Program Manager and Project Managers with the clerical duties needed for construction projects
Production of letters, memos and correspondence, reports, studies, specifications, tables, and forms as needed and requested by the project managers and project staff
Organize and manage project information including the logging, distribution and tracking of submittals and RFI’s (Request for Information) and the archiving of project information both electronically and manually
Exercises independent judgment related to day-to-day administration of projects
Research and prepare other reports, spreadsheets, and presentations as needed
Prepare meeting documents and attend meetings as required
Assist in documenting incident histories and in preparation and maintenance of incident log
Assist in contract administration
Prepare various correspondence, documents, and materials, as needed
Change Authorization, Change Order, and Supplemental Agreement Forms
Drawings Revisions Logs for approved amendments and revised drawings
Estimates and Records of Negotiations (RON)
Other backup material as needed
Update and maintain Change Order Log
Attend Change Management Meeting
Coordinate and track transmittals and requests for estimates
Track Letters of Intent and responses and maintain Letters of Intent Log
Assist in drafting responses to Letters of Intent
Attend Owner’s Meeting
Update and maintain Quality Report Log with information from the Daily Inspection Reports
A minimum of 2 years construction office experience