Administrative Assistant (Construction)

Req ID: 40181

BASIC PURPOSE:

The main objective of this position is to provide administrative assistance to the Construction Project Managers.

MAJOR RESPONSIBILITIES:

• Responsible for obtaining Construction Project Manager approvals on monthly progress billings, change orders and project specific invoices and resolve any discrepancies.
• Responsible for processing all invoices related to projects that assigned Construction Project Manager are managing
• Notify Project Assistant Supervisor of the need for reimbursement from others for damaged or loss of equipment to include project extra’s.
• Works with architects, general contractors, and suppliers to address issues on service warranties, architectural plans and equipment specs under the direction of management team members.
• Monitors correspondence from contract award to job completion.
• Provides records of certificate of insurance to Project Assistant Supervisor.
• Communicates to Purchasing manager about performance of delivery, and quality commitments provided by suppliers
• Request as built be completed and follow up on receipt of.
• Distribute approved drawings from architect to site supervisor for refrigerator specs.
• Utilize multiple software solutions to aid in project management in coordination with assigned FCMs.

• Coordinate equipment release, delivery, receipt confirmation and associated documentation as needed.
• Maintain updated information in construction project management software solution

• Other duties assigned as needed.

EDUCATION AND EXPERIENCE:

• Education:
  • HS Diploma or equivalent required
• Experience:
  • 5+ years as Administrative Assistant with increasing responsibilities in a team environment
  • Project coordination experience preferred
  • Construction and Retail experience preferred

SKILLS AND PHYSICAL DEMANDS:

• Skills:
  • Hard skills: MS Office required; basic accounting, ability to interpret architectural plans, knowledge of construction processes or procedures, construction project management software solutions.
  • Soft Skills: Strong time management and organizational skills to meet critical deadlines, strong work ethic, good written and verbal communication, flexibility to adapt to new situations or challenges, must work well under moderate stress and as a team player.
• Typical Physical Demands:

• Requires prolonged sitting, some bending and stooping.
• Occasional lifting up to 40 pounds.
• Manual dexterity sufficient to operate a computer keyboard and calculator.
• Requires normal range of hearing and vision.

Job Function(s): Administrative; Construction

Founded in 1964 by Tom Love, Love’s Family of Companies is headquartered in Oklahoma City, Oklahoma, and remains entirely family owned and operated. With more than 300 locations in 40 states, Love’s approximate growth rate is 20 stores per year. Love’s has consistently ranked in the top 10 on Forbes’ Magazine’s annual listing of America’s largest privately held companies. From the first filling station in Watonga, Oklahoma, the Love’s commitment has remained the same: “Clean Places, Friendly Faces.”