Construction Scheduling Assistant

About us:

Aquatic Technologies is a full-service construction company capable of handling projects of any size, from conceptual design to completion. We specialize in building all types of pools and water features, from tranquil courtyard fountains to Olympic-sized pools for residential developments and large-scale commercial water parks.

Job Summary: The Construction Scheduling Assistant supports the Director of Construction, Superintendents, and other departments by coordinating scheduling and administrative tasks as outlined below. This role requires professionalism, attention to detail, and strong communication skills.

Essential Functions:

• Audit daily reports received via email and organize them into appropriate job folders.
• Schedule building and health inspections, file final reports, and coordinate communication between inspectors and superintendents, including “day of” inspection timeframes.
• Manage “day of” shotcrete orders and arrange for fill sand as requested.
• Reserve hotel accommodation for construction crews, track and audit charges for monthly approval, and submit weekly per diems to the Director of Construction for review.
• Maintain accurate records of plastering, startups, and contractual maintenance schedules, and notify service companies when maintenance concludes.
• Notify Dig Alert before scheduling excavations and retain confirmation records.
• Prepare and submit subcontractor business lists required for city inspections.
• Schedule backflow testing, mastic repairs, and deputy inspectors for shotcrete projects.
• Publish daily schedules to superintendents and field crews, along with weekly “look-ahead” schedules.
• Ensure all inspections are completed and passed prior to shotcrete, plastering, or project turnovers.
• Assemble and deliver job folders to the Construction Scheduler for newly announced projects.
• Reproduce construction documents (plans) as needed.
• Crosstrain with the Construction Scheduler role.
• Primary on Company phone line.
• Handle sensitive information with discretion, sharing details only on a need-to-know basis.
• Foster positive relationships with internal teams, subcontractors, and external business partners.

Knowledge, Skill, and Experience

Minimum Education:

• High school diploma or General Education Diploma (GED) or, related experience and/or training.

Minimum Experience Required:

• 1-2 years of administrative experience preferred.

Skills Required:

• Flexibility.
• Phone and email etiquette.
• Excellent organizational skills and attention to detail.
• Ability to operate general office equipment.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office Suite or similar software.
• Ability to read, analyze, and interpret the most complex documents.
• Ability to respond effectively to the most sensitive inquiries or complaints.

Vision Requirements:

• Ability to look at a computer screens for up to eight hours.
• Ability to see in color.

Typical Working Conditions:

• Standard office working conditions, which include heat/cooling systems and typical office maintenance.
• Moderate noise (business office with computers, printers, and light traffic).

Equipment Used:

• This role routinely uses standard office equipment including but not limited to computers, phones/cell phones, photocopies, printers, scanners, filing cabinets, fax machines, and HP XL machines.

Essential Physical Tasks:

• Sitting for extended periods of time at a desk, utilizing computers, and computer screens.
• Ability to walk up to 100 yards.
• Ability to lift up to 15 pounds.

Job Type: Full-time

Pay: $20.00 - $25.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Education:

• High school or equivalent (Preferred)

Experience:

• Administrative experience: 1 year (Preferred)

Work Location: In person

Salary : $20 - $25