Construction Administrative Assistant

Job description:

We are seeking a dynamic and organized Construction Administrative Assistant to join our team at McGowan Builders. As a crucial member of our team, you will play a pivotal role in ensuring the smooth execution of administrative tasks essential for daily operations and project success. The ideal candidate will possess exceptional organizational abilities, a warm and collaborative demeanor, and proficiency in various construction management related office tasks.

Qualifications and Skills:

• Must be eligible to work in the US
• Minimum 2 years proven experience as an Administrative Assistant, preferably in a construction or related industry. Knowledge of construction terminology and processes is mandatory.
• University degree or equivalent combination of education, training and/or experience will be considered.
• General knowledge of basic accounting principles is helpful, and some experience with Quickbooks would be ideal
• Efficient front desk support abilities. Be able to convey professional and warm communication with clients, architects, vendors, and other affiliated project staff.
• Excellent customer relations and problem solving skills are imperative.
• Effective skills both in writing and verbal communication. Grammar and spelling adeptness is important.
• Knowledge of administrative and clerical procedures and systems such as word processing, e-mail, spreadsheets, and managing office files and records.
• Spanish language proficiency would be beneficial
• Collaborative and team work skills.
• Detail oriented and excellent organization skills.

Construction experience:

• Experience and familiarity with reading architectural and engineering plans.
• Familiarity with take-off and material lists
• Familiarity with estimates including quantity take-offs, analysis, estimate input, and studies for items incorporated in assigned scope
• Familiarity with vendor and subcontractor bids and proposals for different contract types (e.g., Lump Sum, Guaranteed Maximum Price (GMP), Cost Plus)

Responsibilities:

• Maintain ongoing phone communication with CEO to coordinate daily project related directives and activities.
• Write and distribute email, correspondence memos, letters, and forms to clients, project collaborators, and vendors.
• Provide excellent customer service to clients and stakeholders by responding to inquiries promptly and professionally. Address client concerns and ensure their needs are met throughout the project lifecycle.
• Assist in monitoring project budgets by tracking expenses, processing invoices, and reconciling financial records. Collaborate with the finance department to ensure accurate budget reporting.
• Assist in ensuring compliance with regulatory requirements and safety standards on construction sites. Keep abreast of relevant regulations and update documentation accordingly. Procure and distribute collateral materials and signage to be posted on all sites.
• Maintain subcontractor insurance certificates, certified payroll, lien releases and compliance.
• Prepare, send, and archive construction contracts and change orders via DocuSign.
• Research and resolve invoice discrepancies and issues.
• Request and procure DBI and Parking permits and insurance certificates.
• Request preliminary materials, building supplies, and service estimates from vendors and subcontractors.
• Order materials and supplies from both on-line and local vendors and suppliers.
• Order/pickup/deliver architectural blueprints and parking permits from local or on-line printshop.
• Manage project folders and reconcile vendor files and expenses.

Benefits and Pay:

Flexible hours

$25-40/hr depending on experience

Work Location:

Mostly remote, though some occasional on-site work may be necessary

Join McGowan Builders as a Construction Administrative Assistant and become an integral part of our construction project management team. If you are a detail-oriented individual with a passion for organization and efficiency, we encourage you to apply! This role offers an opportunity to contribute to exciting home building projects while utilizing your office managerial skills in a dynamic environment.

Job Types: Full-time, Part-time, Contract

Pay: $25.00 - $40.00 per hour

Experience:

• Construction: 2 years (Required)

Ability to Commute:

• San Francisco, CA 94114 (Preferred)

Work Location: Hybrid remote in San Francisco, CA 94114