Administrative Assistant is responsible for handling project documentation and correspondence in support of one or more managers.
Budget: $250 – $750 USD
Responsibilities:
Read and analyze incoming memos, letters, and reports to determine their significance and distribute appropriately.
Create and maintain project information in the project management system; create subcontracts, purchase orders, change orders and their respective attachments as well as generating transmittals per Project Manager’s request for plans and specifications and pay requests.
Correspond on routine inquiries with subcontractors and vendors at the beginning and throughout the duration of a project, fax or email correspondence to the field or other locations as needed.
Coordinate invoice routing and monitor payments to subcontractors and vendors.
Enter and maintain client and prospect data in an automated system.
Generate and edit contract based documents through contract negotiations to produce final AIA owner contract documents. Produce owner AIA change orders as required.
Answer and direct phone calls or take messages for appropriate parties.
Verify insurance certificates and follow up to ensure proper coverage is in place.
Notarize, copy and distribute monthly pay applications.
Prepare agendas for meetings and make arrangements, such as coordinating catering for luncheons, for committee, and other meetings.
Preparing plans and specifications for pickup/shipment.
Perform general administrative duties such as but not limited to; filing, photocopying, taking and distributing meeting minutes, managing schedules, coordinating travel arrangements, scheduling appointments with internal and external parties, providing back up to switchboard, ordering supplies, sorting and distributing correspondence and maintaining database records.
Read and analyze incoming memos, letters, and reports to determine their significance and distribute appropriately.
Create and maintain project information in the project management system; create subcontracts, purchase orders, change orders and their respective attachments as well as generating transmittals per Project Manager’s request for plans and specifications and pay requests.
Correspond on routine inquiries with subcontractors and vendors at the beginning and throughout the duration of a project, fax or email correspondence to the field or other locations as needed.
Coordinate invoice routing and monitor payments to subcontractors and vendors.
Enter and maintain client and prospect data in an automated system.
Generate and edit contract based documents through contract negotiations to produce final AIA owner contract documents. Produce owner AIA change orders as required.
Answer and direct phone calls or take messages for appropriate parties.
Verify insurance certificates and follow up to ensure proper coverage is in place.
Notarize, copy and distribute monthly pay applications.
Prepare agendas for meetings and make arrangements, such as coordinating catering for luncheons, for committee, and other meetings.
Preparing plans and specifications for pickup/shipment.
Perform general administrative duties such as but not limited to; filing, photocopying, taking and distributing meeting minutes, managing schedules, coordinating travel arrangements, scheduling appointments with internal and external parties, providing back up to switchboard, ordering supplies, sorting and distributing correspondence and maintaining database records.