Construction Administrative Assistant

Description

About Vivamee: The culture within VIV MEE Hospitality is built on our shared core VIV MEE Values – JOY, HUMILITY, & MINISTRY. JOY means that we are a true team that enjoys serving others and winning together. We have a healthy sense of pride in a job well done. HUMILITY means that we recognize the infinite dignity of each other (both team members & guests) and that we seek to be helpful to everyone no matter what is asked. Additionally, we are not afraid to ask for help or admit when we make a mistake. MINISTRY means that we know that our spirit of hospitality can be a true gift for our guests. We realize the purpose of our daily tasks and duties must be to deliver kindness and love, and that this power of intentionality has the capacity to revive the souls of our guests and our team. We hire, reward, and praise our team members based on these characteristics, so it is essential that you share these core values in order to be a part of our wonderful team.

Come join a fun team with an amazing culture while working in a beautiful environment! VIV MEE Hospitality currently operates the 2nd oldest operating winery in the country, Renault Winery Resort, which is located in Egg Harbor City, NJ and the historical Kent Island Resort, which is located in Stevensville, MD on Kent Island. VIV MEE Hospitality’s corporate offices are currently located at Renault Winery Resort.

Benefits:

At VIV MEE Hospitality we believe our teammates are the most important investment we can ever make. Benefits of this role include: career advancement opportunities, a positive/growth mindset work culture, free golf, health benefits, 401K, company purchased life-insurance, discounts on VIV MEE resort stays, merchandise, and meals. MOST IMPORTANTLY, we offer a community of teammates just like you. We seek to only attract: positive, driven, and caring teammates who already live by their own code of standards in alignment with our VIV MEE Virtues. We believe this positive culture is the greatest benefit our team can offer to new teammates. You will be welcomed here!

Summary of the Role and Responsibilities:

Vivamee Construction Services is seeking a Construction Administrative Assistant to join our team based out of our Egg Harbor NJ Resort.

Duties/Responsibilities:

• Work closely with the Managing Director (MD) of Vivamee Construction Services
• Attend and participate in progress meetings, take field notes and support managing director in representing the firm and meeting schedules.
• Assist in organizing and prioritizing efficiency of Construction/Operations maintenance department
• Assist in the processing of invoices, purchase orders and project sheets for the dept. As directed
• Maintain project, department, and general files
• Assistant with purchase orders and expediting of materials as required.
• Work and communicate effectively with different departments and resort locations
• Maintain a daily record of all significant project facts, events, and conditions
• Assist with obtaining signature approvals for contracts and documents
• Follow up with internal and external project managers
• Assist with Pre-bid process for all construction projects
• Assist with special projects as we required
• Coordinate with Facilities Supervisors
• Assist and create Project Schedules
• Assist in meeting preparations and attend meetings with project team
• Track subcontractor contracts and insurance certificates
• Assist in submitting building permits and follow up
•  Manage, originate, and direct project documentation (LOIs, vendor packets, contracts, RFIs, submittals, pay applications, etc.)
•  Prepare relevant documents for meetings.
•  May Assist project manager with the estimating and bidding process.
•  Correspond with contractors via phone and email.
•  Effectively communicate with contractors, vendors, job superintendents and project managers.
•  Be familiar with relevant project management software.
•  Process and forward subcontract and purchase order paperwork.
•  Create OM manuals at the direction of managing director.
•  Perform general administrative tasks.

ESSENTIAL ATTRIBUTES:

•  Positive attitude.
•  Ability to work independently and as part of a team.
•  Respect for confidential information; good judgment.
•  Flexible, detail oriented.
•  Ability to work in a fast-paced environment and prioritize effectively.
•  Dedicated and hard-working.
•  Takes initiative within area of responsibility.
•  Authorized to work in the United States
•  Driver's License Required.
•  Full Time M-F
•  Overtime hours may be available

Requirements

•  3 years of Construction Administration experience on medium/large scale commercial/institutional projects.
•  Degree and or training a plus
•  MS office and Google Apps
•  MS Project a plus
•  Ability to travel to construction/project sites and walk construction sites in various phases of completion.
• Advanced knowledge of construction contract administration procedures, construction documentation and materials, building codes and specifications.
•  Attention to detail and strong problem-solving skills.
•  Strong verbal and written communication skills and ability to collaborate with a team.
•  A positive attitude
•  Ability to manage and prioritize tasks/projects with little supervision
•  Excellent communication skills both verbal and written.
•  Own transportation and be available to drive to job sites as needed.

Disclaimer

“This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed when circumstances change (i.e. emergencies, changes in personnel, workload, rush jobs or technical developments).”

VIVAMEE Construction Services is an Equal Opportunity Employer. In Compliance with the American with Disabilities Act, VIVAMEE may provide reasonable accommodation to qualified individuals and encourage both prospective and current employees to discuss potential accommodation with the employer.