Administrative Assistant Construction

Fred Olivieri Construction Company is currently looking for a full-time Construction Administrative Assistant. This position is responsible for general administrative support and specific responsibilities relating to the pre-construction, construction, and post construction activities. The ideal candidate must have very strong multi-tasking, communication, and organizational skills as well as strong clerical and computer skills. Attention to detail is an essential quality needed for this job. Must be able to work well under pressure while handling multiple deadlines on a day-to-day basis.

Duties/Responsibilities:

Administrative

Provide general daily support and completion of all administrative responsibilities

Prepare written correspondence, ensuring accuracy and consistent formatting

Process, file, and distribute paperwork

Participate in process review, evaluation, and improvement

Perform other duties as assigned

Pre-Construction Activity Support

Set up all electronic files for job start-up

Ensure all insurance/bonds, building permits, security deposits, and other necessary documents are ordered

Assemble Superintendent book for the job site, which includes all drawings

Prepare exhibits and send with subcontracts

Create and maintain subcontractor and contact lists for each project

Prepare and track all purchase orders, subcontracts and change orders

Set up temporary utilities, job trailers, dumpsters, etc. as needed

Compose correspondence for Project Managers

Construction Phase Support

Maintain ongoing knowledge of the progress of assigned projects

Act as a liaison with clients, architects, subcontractors, superintendents, etc.

Provide support to the Project Manager throughout the length of the project

Prepare and distribute weekly reports, photos, schedule updates, and drawing revisions

Ensure drawing revisions are uploaded to Procore and distributed to subcontractors, suppliers, superintendents, and Project Managers

Post-Construction Activity Support

Communicate with subcontractors for any final change orders, retainer releases, and warranty statements

Cancel any company utilities/rentals on the job site

Obtain Certificate of Occupancy

Ensure all inspection reports are received

Prepare and submit required documents to landlords or owners are required

Collect and prepare As-Built drawings for submittal

Prepare close-out paperwork

Track subcontractor warranties and all other close-out documents

Required Skills/Abilities:

Excellent organizational skills and attention to detail with strong follow-up skills and commitment to deadlines

Excellent computer skills, including Microsoft Office – Outlook, Excel, Word, PowerPoint, and Adobe

Strong verbal and written communication skills

Ability to work in a fast-paced, ever-changing environment

Resourceful, dependable and accountable

Ability to be flexible and adapt to changing priorities

Preferences:

Experience working for a Construction company or Architecture/Engineering Firm

Experience in an Administrative role

Work Environment and Physical Demands:

Professional office environment

Routinely use standard office equipment such as computers, phones, photocopiers, file cabinets, and postage machine

Prolonged periods of sitting at a desk

Work Schedule:

Standard office hours – Monday through Friday

Benefits:

401K

Paid Time Off (PTO)

Paid Holidays

Medical

Dental

Vision

Short Term and Long Term Disability

Voluntary Life Insurance

Note: Fred Olivieri Construction Company participates in the Ohio Bureau of Workers' Compensation Drug Free Safety Program. In compliance with this program, the company conducts pre-employment background checks and drug screens for all positions. This company is an E-Verify and equal opportunity employer. In exchange for your talents, we offer competitive compensation and benefits.