Construction Manager Assistant

Job Summary: The Construction Management Assistant is an integral member of the construction management team, tasked with organizing and coordinating critical administrative functions. This role ensures the seamless operation of office processes through meticulous permit management, efficient office procedures, and collaborative support to the consultant and project managers. By fostering an organized and proactive environment, the Construction Management Assistant contributes significantly to the successful execution of construction projects and the overall effectiveness of the team.

Administrative Support:

· Clerical Excellence: Execute clerical tasks with precision, including filing, scheduling, and overall office organization to promote a productive workspace.

· Communication Management: Skillfully manage all incoming and outgoing communications, upholding the highest standards of professionalism and clarity to enhance stakeholder relationships.

· Office Resource Management: Maintain an organized inventory of office supplies and equipment, ensuring all resources are readily available and optimally maintained for daily operations.

· Meeting Coordination: Proactively assist the consultant in preparing for meetings by organizing materials, managing calendars, and scheduling appointments, ensuring all logistics are seamless.

· Financial Oversight: Oversee office budgets and expenses, actively engaging in vendor negotiations and contract management to achieve cost-effective solutions.

· Accounts Payable: Review and verify invoices for accuracy, ensuring they align with the purchase orders and contracts. Send invoices and supporting documentation to the Accounts payable team for payment. Communicate with vendors/subs to and ensure terms and agreements are met.

· Filing System Management: Develop and maintain a comprehensive digital and physical filing system, enabling easy access to essential documents and information. Maintain and store accurate records of invoices, receipts and payment records for audit purposes.

· Errand Coordination: Execute various errands, including deliveries and pickups, for the CEO/Consultant, demonstrating flexibility and reliability.

· Vendor Research: Conduct thorough research on potential vendors and materials to support project needs, contributing to informed decision-making.

· Additional Administrative Tasks: Take on additional administrative responsibilities as required, demonstrating adaptability to the team's evolving needs.

Client Support:

· Exceptional Customer Service: Provide outstanding service to visitors and clients, both over the phone and in person, fostering a welcoming and professional environment.

· Meeting Facilitation: Schedule client meetings and appointments with precision, ensuring timely follow-ups to maintain strong client relationships.

· Inquiry Management: Address client inquiries efficiently, directing them to the appropriate department when necessary to ensure swift resolution.

· Permit Procurement: Manage the acquisition of necessary permits from relevant authorities, ensuring all regulatory requirements are met with diligence and accuracy.

Communication:

· Professional Correspondence: Exhibit exemplary email etiquette, maintaining timely and professional communication with all stakeholders.

· Team Communication Facilitation: Foster effective communication channels between team members and management, promoting transparency and collaboration.

Team Collaboration:

· Collaborative Engagement: Work collaboratively with the consultants, office staff, and external teams to ensure efficient operations and alignment with project goals.

· Independent and Team Contributions: Balance independent responsibilities with collaborative efforts, consistently meeting project deadlines and requirements.

Knowledge, Skills, and Qualifications:

· Educational Background: High school diploma required; further education in construction management or a related field is highly desirable.

· Technical Proficiency: Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel), internet navigation, task management software, Adobe applications, and communication tools such as GroupMe.

· Interpersonal Skills: Strong communication and interpersonal skills, exhibiting a professional demeanor in all interactions.

· Problem-Solving Aptitude: Demonstrated ability to identify challenges and implement effective solutions with a proactive mindset.

· Administrative Acumen: Solid administrative and financial skills, with a keen understanding of budgeting, invoicing, resource management and payroll hour verification and submittal.

· Contracts, Schedule of Values, Payment Applications: Ability to produce a complete contract, schedule of values and payment application from a template and present it to the manger for approval.

· Multitasking Ability: Capacity to multitask and prioritize effectively in a dynamic, fast-paced environment, ensuring that all deadlines are met.

· Initiative and Independence: A self-starter with a strong sense of initiative, able to work independently and with minimal supervision.

· Reliability and Integrity: Trusted and dependable, with a strong commitment to ethical conduct.

· Organizational Skills: Exceptional organizational skills and meticulous attention to detail, ensuring accuracy in all tasks.

· Stress Management: Ability to manage stress and effectively handle the demands of the role.

· Driver’s License: A valid driver’s license is required for this position.

Working Environment:

· Primarily office-based, with regular engagement during construction hours. Flexibility in scheduling may be required based on business needs, including travel to construction sites as necessary.

Equipment/Tools Used:

· Construction Management Software

· Repair and Maintenance Software

· Standard office equipment (computers, phones, calculators, etc.)

Interaction/Supervision:

· Regular interaction with management, coworkers, clients, and vendors, fostering collaborative relationships.

Physical Demands:

· Frequent sitting and use of a keyboard (more than 66% of the time).

· Occasional lifting/carrying of up to 10 lbs, along with tasks requiring fine motor skills, standing, and walking.

· Rare engagement in repetitive hand motions.

Hours of Work:

· Flexibility is essential, with potential hours extending to days, evenings, weekends, and holidays as dictated by business needs. Meal and rest breaks must be taken in accordance with California State Law.

Disclaimer: This job description is intended to convey a general overview of the responsibilities and qualifications required for the Construction Management Assistant role. It is not exhaustive and may be subject to modification at the discretion of management to meet the needs of the business.

Job Type: Full-time

Pay: $25.00 - $40.00 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Weekends as needed

Work Location: In person

Salary : $25 - $40