Job Summary

Provides support in business operations and administrative functions. Ensures quality services for both internal and external customers. Responsible for supporting department leaders and various stakeholders with multiple simultaneous projects through all project implementation phases.

Job Specific Duties

• Assists Leader(s) with special projects, organizes meetings, conferences, and other special events. Performs research and analysis for related projects and specific issues. 
  
  


• Composes correspondence, reports, letters, memoranda, meeting minutes, vendor contracts, AIA contracts, and/or other documents.
  
  


• Supports the development and implementation of design and construction standards, guidelines, best practices, departmental procedures, process improvement initiatives, contract development and construction safety. 
  
  


• Collaborates on generating routine monthly project status update reports  addressing costs, schedules and other information. 
  
  


• Drafts documents related to implementation and compliance of Construction Department Standard Operating Procedures. 
  
  


• Works on continuous Process Improvement and Policy implementation. 
  
  


• Supports department leadership in implementing different organization initiatives.
  
  


• Maintains and audits project files in departmental software or other (Projecto). 
  
  


• Assists in logging and processing department expenses against approved operational budget and reclassifying expenses as needed. 
  
  


• Collaborates on vendor pre-qualification process, contracts, and construction vendor database and rotation list. 
  
  


• Receives and maintains close out documents once projects are completed. Produces delinquency reports. 
  
  


• Collaborates on semi-annual title search and liens management as well as NTO and permit tracking. Produces delinquency reports. 
  
  


• Monitors and updates department inventory database of temporary construction barriers (Stark Wall System), fire extinguishers, and other office supplies as needed. 
  
  


• Assists department leaders in preparing and compiling required reports and presentations. 
  
  


• Collaborates on new vendor general onboarding and contracting process, and coordinates contract renewals.
  
  


• Routes documents through Legal software for approval as needed. 
  
  


• Coordinates the Design & Construction vendor safety orientation process by leading orientation sessions and monitoring vendor compliance, etc.
  
  


• Responsible for coordination of Design & Construction department events and activities.  
  
  


• Provides support in onboarding new hires with administrative tasks and trainings.
  
  


• Provides administrative support to Design & Construction department leadership as needed. 
  
  


• Completes data analysis and reports as needed. 
  
  


• Serves as backup for department Kronos Editor. 

Minimum Job Requirements

• 1-3 years of Administrative Assistant or Project Coordinator experience.

Knowledge, Skills, and Abilities

• Associate's degree in related field preferred.
  
  


• Architecture or construction office experience preferred.
  
  


• Able to adapt and react calmly under stressful conditions.
  
  


• Able to handle multiple assignments with changing and set priorities, meet deadlines, and successfully handle multiple concurrent tasks.
  
  


• Strong problem-solving skills and attention to detail.
  
  


• Demonstrates professional demeanor and independent thinking.
  
  


• Ability to work independently and flexibly under minimal supervision.
  
  


• Ability to work effectively in a team environment.
  
  


• Ability to maintain confidentiality of sensitive information.
  
  


• Ability to represent department/function in a professional, courteous, and efficient manner.
  
  


• Team player with a positive, can-do attitude.