What are the responsibilities and job description for the Construction Administrative Assistant position at Coastal Lumber?
Construction Administrative Assistant
We are currently seeking a Construction Administrative Assistant, the candidate must be a detail-oriented person with excellent time management, organization, and communications skills. The candidate will provide daily support to the production and construction management team. The candidate will be responsible for documentation, scheduling, construction documents, and time card documents.
Primary Duties and Responsibilities:
1) Utilize internal processes and customer portals on daily basis to create schedule tags for all projects.
2) Prepare, request and manage billing documents (Ex. Field Sign-offs, PO’s, Addendums and Contracts) prior to dispatch.
3) Communicate daily with Superintendents on schedule requests and coordinate with production team.
4) Communicate daily with Superintendents on any missing documentation on schedule requests prior to installation date.
5) Prepare daily productions schedules, ensuring accuracy.
6) Update customer and internal database files on daily basis.
7) Maintain a directory of customer contacts.
8) Assist Production Manager and Field Managers with daily tasks.
9) Attend meeting as requested by Production Manager and CEO.
10) Distribute and collect daily payroll compliance forms for signatures.
11) Collect field time cards, meal break forms, payroll requests, compliance documents and submit for processing.
12) Follow up wit field employees for any missing or incomplete payroll documents.
13) Collect and review new-hire applications for payroll department.
14) Assist with payroll distribution for all field employees.
15) Handle special projects and other administrative duties as assigned.
16) Act as a back-up for other departments at needed.
Skills and Qualifications:
1) Experience in administrative support.
2) Excellent execution skills, highly focused task completion, follow-up, communication (written and verbal) and time management skills.
3) Requires resourcefulness, strong organization skills, and flexibility.
4) Desire to support and interact with others daily, challenging and ever-changing work environment.
5) Ability to meet deadlines and maintain professional attitude.
6) Strong computer skills are a must, proficiency in Microsoft Office, especially excel.
7) Fluent in Spanish Is Preferred.
Job Type: Full-time
Pay: $26.50 - $28.50 per hour
Expected hours: 40 – 45 per week
Benefits:
- 401(k)
- Health insurance
Schedule:
- 8 hour shift
- Weekends as needed
Experience:
- Customer service: 1 year (Required)
Language:
- Spanish (Required)
Ability to Commute:
- San Jose, CA 95111 (Required)
Ability to Relocate:
- San Jose, CA 95111: Relocate before starting work (Required)
Work Location: In person
Salary : $27 - $29