What are the responsibilities and job description for the Operations Administrative Assistant position at B&D Contracting, Inc.?
Summary
We are seeking a highly organized and detail-oriented Administrative Assistant to join our team. The ideal candidate will possess administrative support to leadership, safety, estimating, business development and project management. This role requires proficiency in managing various administrative tasks, contract administration, ensuring smooth office operations, and maintaining effective communication within the organization.
Reports to COO
Responsibilities
- Provide support to executives and project managers including managing schedules, organizing files, and maintaining contract files.
- Assist executives and project managers with processing contracts, issuance of correspondence with third parties, and updates.
- Assist project managers with processing change orders
- Manage subcontractor files, ensuring subcontractors are compliant with project requirements.
- Act as a personal assistant to senior staff members when required, coordinating meetings and managing calendars.
- Collaborate with team members to streamline processes and improve overall efficiency within the office.
Administrative Responsibilities
- Proven experience in an administrative or clerical role is preferred.
- Strong organizational skills with the ability to manage multiple tasks effectively.
- Organize and oversee office documentation, including correspondence reports.
- Ability to work independently as well as part of a team in a fast-paced environment.
- Keep up and organize areas, including conference rooms, kitchen, copy rooms etc.
- Coordinate travel arrangements, including flights, accommodations, and transportation.
- Support executive calendars, coordinate meetings.
Contract and Bids
- Assemble information for public bids, complete bid forms and ensure compliance with submission requirements.
- Communicate with insurance and bonding companies to obtain bid bond and insurance coverage details.
- Follow up with bid results, particularly for public bid projects.
- Complete prequalification forms for new clients and maintain vendor compliance files.
Qualifications
- High school diploma required; bachelor's degree preferred.
- At least 3 years of administrative experience, preferably in a construction or contracting environment.
- Knowledge of contract management, accounting procedures, and project coordination.
- Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Adobe/Bluebeam).
- Experience with project management and accounting software (e.g. Eclipse, HCSS).
- Competence to navigate bid submission platform and safety compliance systems (e.g. Avetta, ISNetworld, Central Bidding Power Advocate and BRASS).
Soft Skills
- Team player with great people skills.
- Strong written and verbal communications abilities.
- Professional demeanor with strong customer service skills.
If you are a motivated individual looking to contribute your skills in a dynamic environment, we encourage you to apply for this exciting opportunity as an Administrative Assistant.
Job Type: Full-time
Pay: $55,000.00 - $75,000.00 per year
Benefits:
- Health insurance
- Vision insurance
Schedule:
- 10 hour shift
- 8 hour shift
- Night shift
Work Location: In person
Salary : $55,000 - $75,000
