Overview

Provide administrative assistance to the Executive Vice President, Construction and function as the construction company’s lead Administrator. Provide administrative assistance to Project Managers, Superintendents, and Project Engineers for assigned projects.

Job Responsibilities

• Prepare, submit, track check requests; notarize payment documents and coordinate approvals with Accounting.
• Draft, format, and distribute construction meeting agendas, AIA documents, and official meeting minutes
•  Configure and maintain construction functions within Timberline to support department operations.
• Maintain and update the Construction Policies & Procedures Manual; submit revisions to the EVP of Construction for approval.
• Coordinate and schedule required training for construction employees, including OSHA, CPR, safety orientations, and monthly jobsite safety inspections.
• Maintain standardized meeting-minute templates and ensure timely documentation and distribution.
• Coordinate and administer new-hire onboarding and training for construction staff.
• Train construction personnel on relevant Timberline modules and workflows.
• Compile, finalize, and distribute minutes from weekly Construction Operations meetings.
• Provide administrative support to Superintendents, including document preparation, reporting, and scheduling.
• Support Estimating with subcontractor prequalification documentation and tracking.
• Coordinate shipping and logistics for construction materials, equipment, and documentation.
• Distribute field staff materials and safety equipment.
• Maintain the Construction Safety Binder and provide updates to the EVP of Construction.
• Support Project Managers with administrative tasks, form creation, document requests, and site needs when on-site support is unavailable.
• Process monthly Certify credit-card reports and ensure timely coding and submission by staff.
• Plan and coordinate company events, including logistics, catering, payments, giveaways, prizes, and educational speakers.
• Prepare, track, distribute, and execute contracts, purchase orders, and change orders for Project Managers.
• Set up new project site binders, construction offices, file systems, safety equipment, and coordinate office equipment with the Office Manager.
• Verify subcontractor insurance compliance prior to site access and ongoing work.
• Order, track, and manage utilities for projects; organize and maintain material samples.
• Maintain the P Drive with Letters of Intent, Subcontracts, and Change Orders, clearly separating unexecuted and executed documents.
• Update Timberline with current status of LOIs, Subcontracts, and Change Orders; enter and distribute change orders via DocuSign.
• Organize, update, and distribute construction drawings; coordinate printing and maintain Exhibit D documentation.
• Track, verify, and maintain subcontractor insurance certificates, endorsements, and compliance; coordinate with insurance providers as needed.
• Update Timberline with current insurance, contract status, Exhibit E, and SOV documentation.
• Maintain all construction-related licenses, including General Contractor, off-site, and operating licenses.
• Coordinate construction office closeouts and collect required close-out documentation.
• Compile, collate, and distribute O&M manuals, warranties, and as-built documents to produce complete project close-out binders.
• Schedule and coordinate recurring and ad-hoc meetings, including monthly EVP financial meetings, quarterly site safety meetings, and monthly Project Manager meetings.
• Obtain and organize financial matrices in advance of monthly financial review meetings.
• Coordinate Lunch & Learn sessions with keynote speakers, vendors, and trade partners.
• Maintain bonds for each jobsite and order required signage and safety stickers.
• Download, separate, and distribute pay applications to Project Managers for review.
• Administer Procore, including contracts, change orders, user access, and subcontractor onboarding documentation.
• Coordinate with Accounting to ensure subcontractor paperwork is complete for Procore setup.
• Maintain man-hour and recordable-incident tracking spreadsheets using Procore data.

 Qualifications

• Organized, professional, excellent communication skills
• Proficient in MS Office applications 
• Positive attitude; team player
• 3 years of previous experience as a Project Assistant/Coordinator required
• Experience with Timberline and Microsoft Project preferred
• Must be able to remain in a stationary position, often sitting, for prolonged periods
• Must be able to communicate with others to exchange information
• Occasionally repeating motions, often typing, that may include the wrists, hands and/or fingers
• Occasionally move to accomplish tasks or moving from one jobsite to another.
• Specific vision abilities required, including close vision, distance vision and depth perception. 
• Must be able to lift and/or move up to 10 pounds; occasionally lift and/or move up to 25 pounds