Executive Administrative Assistant

Company Description:

MUST COMPLETE ONE WAY INTERVIEW TO BE CONSIDERED!!!!

Ferrara Buist Companies is a Regional Market leader in the private commercial development and construction arena. Ferrara Buist provides “Design\Build” services. Developer Assistance in Diligence,

Site planning and Complete General Contracting Services in the Carolinas.

The Executive Administrator will lead the daily office support of all PM’s and handle coordination for

all daily office activities including but not limited to Providing Administrative Assistance to all Team

Members from CM’s to PM’s, Estimators and Managing Members Adam Ferrara and David R. Buist.

Daily and Monthly Responsibilities:

• Assist with the onboarding of new company members a few time per year
• Weekly and Monthly ordering of office supplies and materials
• Manage the incoming organization of all bills incoming and payments outgoing to provide the Charleston office with organizational support
• Assist with updating Pipeline with our suite of subcontractors when called upon
• Provide Team meeting support by assisting in the production the agendas for the PM meeting and the CM meeting and taking minutes that will be produced by you, sent out to the team on a weekly basis, and uploaded to the server.
• Ensure that all phones are operating properly by employing assistance from our local providers
• Ensure that we are getting the office cleaned 3 times a month and that the garbage is removed weekly.
• Keep the kitchen area in good clean working order and stocked for coffee and beverages for the team and guests
• Provide quarterly feedback to all team members on how they can provide help to you to assist them.
• Greeting and corresponding with clients, municipalities, vendor’s tenants, real estate brokers, and design professionals both in person and on the phone.
• Maintain office hours from ___8:00 am__ to _5:00 pm______, Monday to Friday with a 30 min lunch
• Supporting preconstruction manager with distributing subcontract agreements, certificates of insurance for subcontractors
• Support project manager applying for construction permits, and project correspondence
• Support Human Resource manager with collecting time sheets
• Support CFO with reconciling accounts payable and receivables by researching invoices if asked
• Support project manager with monthly contractor and developer applications for payment
• Coordinate warranty document request to trades for specific projects
• Assist PM staff in preparing close-out and warranty info binders/ flash drives for Owners upon project completion
• Coordinate plan printing and receiving
• Setup and maintain filing, project binders and invoice organizing
• Understand that due to the size of our local office that you may be asked to perform work outside of the above scope as you begin to gain more knowledge of the construction industry we may ask for responsibilities that are more complex and as such, your compensation levels will be evaluated.

Knowledge/Critical Skills:

• Computer literate, specifically Proficient in Microsoft Office Suite
• Familiar with Sharefile, and the Citrix remote desktop platform a plus
• Familiarity with construction billing and the AIA G702/G703 application for payment forms a plus
• Working knowledge of conditional and partial lien releases
• Notary Public obtained
• Ability to work independently
• Must have excellent written and oral communications skills
• Self-motivated
• Well organized, detail oriented and ability to multitask

Compensation and Benefits

Re: Office Manager – Ferrara Buist - Charleston SC Division

Salary: Hourly pay of $22-$26 per hr.

Benefit Offerings at 90 days: Only for full time employees

Health insurance – FB pays premiums for employee

Dental Insurance – Offered, employee pays 100% of premiums

Life Insurance – FB pays premiums for employee

Other insurance offerings, as follows:

Short-Term Disability Insurance (employee pays premiums)

Long-Term Disability Insurance (employee pays premiums)

Critical Illness Coverage (employee pays premiums)

Hospital Indemnity Coverage (FB pays premium for employee)

Accident Coverage (FB pays premiums for employee)

401(K) Plan – FB matches up to 4% of employee contributions

Acceptance: ________________________

Date: ______________________________

Send all resumes to info@ferrara-buist.com attn. Adam

Job Type: Full-time

Pay: $20.73 - $26.97 per hour

Expected hours: 30 per week

Benefits:

• Dental insurance
• Professional development assistance

Schedule:

• Day shift
• Monday to Friday

People with a criminal record are encouraged to apply

License/Certification:

• Driver's License (Preferred)

Ability to Relocate:

• Charleston, SC 29492: Relocate before starting work (Required)

Work Location: In person