Administrative Assistant (Operations)

About RANDALL

RANDALL is a leading self-performing subcontractor serving Florida and the Southeast. A family-owned company, RANDALL has deep roots in the community and is perfectly positioned as an innovator in the industry. With over 600 employees and 35 years in operation, RANDALL is an established, reliable, and trusted partner. RANDALL’s services and products are delivered through our 100,000 sq. ft. Fabrication facility, set on 25 acres in Central Florida.

Randall Mechanical / Plumbing Division is currently seeking a top-tier Administrative Assistant to work in our Apopka, FL headquarters. We are excited about this important role and are determined to consider the best and brightest candidates who meet our requirements.

Position Summary

At Randall, you will directly report to and assist our Departmental Manager and Operations Team. The Administrative Assistant serves as the first point of contact for clients, vendors, and employees, ensuring a professional and welcoming environment. This role is responsible for managing clerical/office operations, handling communications, and assisting with administrative tasks to support efficient operation of the Mechanical / Plumbing department.

Essential Functions

• Open new Jobs in Computer Ease & Paylocity
  
• Create job folders in Financial Drive (S Drive)
  
• Create job folders in One Drive (Construction Team)
  
• Copy Estimating information to One Drive.
  
• Requests NTO.
  
• Requests COI to insurance agent.
  
• Follow-up Executed Subcontract.
  
• Request Bond if required
  
• Request Notice of Commencement.
  
• Enrollment on OCIP or CCIP if required by Job
  
• Request Budget (Estimating Department/PM).
  
• Enter Budget in CE.
  
• Apply for Permits (PM)
  

• Set Up Billing Documents AIA Forms / SOV (PMs).
  
• Follow up Executed Change Orders (PMs)
  
• Enter Executed Change Orders in CE.
  
• Collect Monthly Pay Apps. (PM’s)
  
• Enter approved billing in CE.
  
• Update Division Billing Log. (PM)
  
• Create accounting reports required by GCs (Small Business utilization, Statement of accounts, Affidavits, Pay Apps Lien Waivers, Third-Party Obligation, Follow up retention billing).
  

• Send Monthly Job Costing Reports to PMs.
  
• Hold Monthly Job Costing Meetings (Each PM-Job).
  
• Follow-up Job Costing Changes – Wrong allocations
  
• Prepare monthly Pending Matters Reports for PMs
  
• Reclass- Follow up Job Costing Changes – Wrong Allocations
  

• Create subcontract agreements upon requests.
  
• Enter subcontracts in CE.
  
• Requests subcontractor’s documentation (COIs/W-9).
  
• Create Folders in Financial Drive. (S Drive)
  
• Review Monthly Pay Apps
  
• Send Pay Apps for Approval (PMs/GMs).
  
• Send approved pay apps to the Accounting Department.
  
• Create Change Orders for Subcontracts.
  
• Follow-up executed change Orders.
  
• Enter Change Orders in CE.
  

Desired Qualification Requirements

• Bilingual (English & Spanish) a must.
  
• High School Diploma required.
  
• Possess good computer skills (Microsoft Suite).
  
• Communication skills (can speak to people in a professional environment).
  
• Time conscious (can be on time and efficient).
  
• Demonstrate dependability, flexibility, and teamwork.
  
• Ability to pass drug screen and reference check.
  
• Ability to follow verbal and written instructions.
  
• Ability to adhere to, implement, and follow safety procedures at all times.
  
• Ability to work well with others.
  
• Have 1-2 years’ experience assisting management in a variety of construction environments
  

Physical Requirements

This is primarily an office position and, as such, you must be able to sit up to six or more hours in an eight-hour workday, lift light objects such as files and paperwork frequently during the day, and objects weighing up to 10 pounds occasionally during the day. You must also be able to bend, stretch, crouch, and lift as required by the job.

We seek dynamic individuals who are ignited by challenge and opportunity for personal and professional growth. Are you ready to take the next step in your career? We have long-term opportunities for hard-working people who want to join a winning team. RANDALL offers competitive compensation, health benefits, insurance, matching 401(k), and paid time off.

We look forward to reviewing your resume!

Randall is a drug free workplace.