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Employment | Project Estimator | Administrative Assistant | Senior Superintendent
Superintendent | Project Manager

Administrative Assistant

Job Description

1. Performs secretarial duties such as typing, filing and faxing.
2. Proficient in MS Excel, Word and Outlook.
3. Prompt answering of daily routine phone calls. Responsible for taking accurate telephone messages. Assist with Front Desk receptionist coverage.
4. Work together with the Operations team to prepare and maintain all project logs including Shop Drawings, Submittal Logs, Equipment Rental Logs, Change Orders, Back charges, and Supplementals, etc.
5. Working knowledge of Control Estimate and Cost Accounting to maintain Budget Summary and assist with preparation of the Monthly Project Status Report.
6. Type subcontracts and monitor return to Pacific Building, Inc. for signature.
7. Monitor subcontractor insurance certificates for compliance with contract requirements and advise subcontractors of corrections needed.
8. Prepare monthly billings utilizing field records and information provided by the accounting department.
9. Submit the pencil draft of all billings to Operations Accounting in a timely manner and hand the Owner a correct billing on or before the first of the month.
10. Have complete knowledge of the Owner payment procedures including the names of individuals who review and approve the billing and issue the checks.
11. Follow up to make certain that payment is made by the Owner in accordance with contractual terms.
12. Follow up with Pacific Building, Inc. Subcontract Payables and Subcontractors to ensure timely payment of subcontract work.
13. Assist in carrying out Pacific Building, Inc.'s Safety Program, including administration of safety meetings, accident reports, order first aid and safety supplies, conduct new employee slide program safety orientation and other duties as needed.
14. Knowledge of standard bid documents and bidding process.
15. Some overtime required.
    

Qualifications
Requires alert, congenial person with ability to work on a team, interested in learning and becoming involved with projects, detail-minded with the ability to follow through. Typing skills of 55-60 WPM, word processing and knowledge of various business machines. Excellent understanding of office procedures and office etiquette. Requires responsible attitude in handling Company policy and procedures. Must have strong communication and interpersonal skills necessary to work with subcontractors, architects, owners, and with personnel in other departments of Pacific Building, Inc.. Operation of Hewlett Packard Vectra PC or an IBM compatible type PC. Working knowledge of MS Office Suite to include Excel and Word.

Candidate will be required to attend the following in-house seminars/meetings:

• Administrative Cost Controls
• Cost Accounting/Billing System
• Attend all mandatory Safety Dinner meetings
• Attend all monthly Field Office Coordinator meetings

Experience
Four to five years secretarial experience in construction or related industry. Experience with accounting and billing systems desired. Experience in the construction industry desired

Education
High school education or equivalent, business school and/or some college desired.

For An Application, click here.