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Project Administrative Assistant

Location: Greensboro
Posted on: January 16, 2022

Job Description:

Since 1939, WEAVERCOOKE has built a strong reputation throughout the Carolinas and Southeast region, providing construction services to clients almost exclusively through negotiated work. We hire great people, give them exceptional training, and provide them with the opportunities and the responsibilities that allow them to learn and develop professionally. WEAVERCOOKE values and recognizes our employees as essential to our lasting success. We invest greatly in the personal and professional well-being of our people. Together, we have created an excellent place to work; when people join WEAVERCOOKE, they tend to stay. We provide a supportive, positive, and enjoyable work environment that encourages outstanding performance. We also believe that happy, healthy employees lead to a highly productive company.
Position TitleProject Administrative Assistant
General DescriptionThe Project Administrative Assistant provides administrative support to the project team consisting of Estimators, Project Executives, Project Managers, Accounting and Field personnel. The project team support includes the following:
Key Responsibilities and Duties

  • Assist with project bid solicitation to trade contractors and suppliers.
  • Assist with the trade contractor pre-qualification process.
  • Coordinate submission of project client (owner) required documents including bonds, insurance certificates and evidences, correspondence, general contractor resumes, certifications and other documents between the client, their lenders and attorneys, the bonding company and insurance agents.
  • Prepare client prime contracts on AIA, HUD, RD or other forms and documents required for the project.
  • Prepare and track client prime contract change orders within the project management and accounting software.
  • Assist with set up of trade contractors and vendors in the accounting software and project management software.
  • Coordinate creation of project specific trade contract documents and purchase order documents.
  • Prepare and distribute trade contracts, purchase orders and related change orders within the project management and accounting software.
  • Receive, track and maintain current Certificates of Insurances throughout the project and warranty period.
  • Assist with obtaining and tracking safety manuals and other required trade contractor documents.
  • Maintain project files and documents in shared databases.
  • Project Startup - Coordinate completion of project check list, set up projects in the project management software, prepare and organize project documents and forms required to comply with local, state and federal government authorities, and schedule project launch meetings.
  • Project Closeout - Coordinate completion of project check list for project closeout and document retention, creation and submission of general contractor and trade contractor warranty letters and documents, and submission of operations and maintenance documents to the project client, and schedule project closout meetings.
  • Distribute and track warranty work requests received from clients and property managers to the applicable project team members and trade contractors and maintain record of requests utilizing the project management software.
  • Receive and distribute incoming mail, plans and specifications, samples, submittals, shop drawings and other project related material or correspondence.
  • Develop and maintain good trade contractor and supplier relationships through email, on the telephone and in person.
  • Assist with planning, scheduling and presentation of meetings, training sessions and events.
  • Assist with database maintenance of trade contractors and suppliers.
  • Assist with answering the receptionist telephone and covering front desk duties.
    Minimum Skills or Experience Requirements
    • Four plus years of experience in an Administrative role.
    • Ability to work independently and work well with others.
    • Excellent verbal and written communication.
    • Working knowledge of Microsoft Word, Excel, Power Point, Outlook.
    • Knowledge of accounting and construction project management software is a plus.
    • Must work well in a multitask environment prioritizing own work and assisting the team.
    • Good attention to detail and basic math skills.
    • General office experience and etiquette.
    • Bi-lingual is a plus. Company Benefits
      • Medical, Dental, and Vision Insurance
      • Basic Life and AD&D Insurance
      • Short Term Disability
      • Voluntary Term Life
      • Long Term Disability
      • PTO and Holiday Pay
      • 401(k) Plan
      • Additional Benefits including FSA, HSA, wellness incentives, etc.
        We promote a drug-free workplace.
        WEAVERCOOKE is an equal opportunity employer and afford equal opportunity to all applicants for all positions without regard to race, color, religion, gender, national origin, age, disability, veteran status or any other status protected under local, state or federal laws.

Keywords: WEAVERCOOKE, Greensboro , Project Administrative Assistant, Administration, Clerical , Greensboro, North Carolina

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