Administrative Assistant
Hoar
Austin Texas
Salary: Neg Per Hour
Responsibilities:
- Read and analyze incoming memos, letters,
and reports to determine their significance and distribute appropriately.
- Create and maintain project information
in project management system; create subcontracts, purchase orders, change
orders and their respective attachments as well as generating transmittals
per Project Manager’s request for plans and specifications and pay
requests.
- Correspond on routine inquiries with
subcontractors and vendors at the beginning and throughout the duration of
a project, fax or email correspondence to the field or other locations as
needed.
- Coordinate invoice routing and monitor
payments to subcontractors and vendors.
- Enter and maintain client and prospect
data in automated system.
- Generate and edit contract based
documents through contract negotiations to produce final AIA owner
contract documents. Produce owner AIA change orders as required.
- Answer and direct phone calls or take
messages for appropriate parties.
- Verify insurance certificates and follow
up to insure proper coverage is in place.
- Notarize, copy and distribute monthly pay
application.
- Prepare agendas for meetings and make
arrangements, such as coordinating catering for luncheons, for committee,
and other meetings.
- Preparing plans and specifications for
pickup/shipment.
- Perform general administrative duties
such as but not limited to; filing, photocopying, taking and distributing
meeting minutes, managing schedules, coordinating travel arrangements,
scheduling appointments with internal and external parties, providing back
up to switchboard, ordering supplies, sorting and distributing
correspondence and maintaining database records.
Requirements:
- High School Diploma, GED or equivalent.
- 1-2 years of experience providing
administrative support preferably in the A/E/C industry
- Knowledge of administrative and clerical
procedures and systems such as word processing, e-mail, spreadsheets, and
managing files and records and other office procedures at a proficient
level.
- Proficient in MS Office
- General basic knowledge of and ability to learn project management software such as Revit, VICO and other related programs and systems.
Job Overview
Posted Date: 04 Jun 2024
Location: Austin Texas
Salary: Neg Per Hour
Company Information
With over 80 years of construction experience, we’ve had plenty of opportunities to grow and improve our processes, based on what we’ve learned on the job. And though we’ve always been committed to our clients, to understanding each owner’s unique needs and definition of success, we believe taking a proactive approach to supporting our clients through the entire development process is the key to getting the results you want and expect.
Name: Hoar
Web: www.hoar.com