Operations Administrative Assistant

Description

Scope of Responsibilities

The Operations Administrative Assistant is responsible for providing comprehensive administrative support to executive leadership, safety, estimating, business development, and project management. This role involves contract administration, bid coordination, project documentation, and general office support to ensure seamless daily operations. The position will manage sensitive information with confidentiality and professionalism while maintaining strong organizational and multitasking abilities.

Key Responsibilities

1. Contract Administration

• Assist executives and project managers with processing contracts, issuance of correspondence with third parties, and updates.
• Compile, organize, and maintain contract files.
• Assist project managers with processing change orders, purchase orders, and subcontracts using project management software and through communication with project stakeholders.
• Obtain, submit, and maintain Durr insurance certificates to ensure compliance with our projects
• Manage subcontractor insurance files and ensure our subcontractors remain in compliance with project requirements

2. Administrative & Office Support

• Provide direct administrative assistance to executive leadership, safety, estimating, business development, and project management roles.
• Organize and oversee office documentation, including correspondence, reports, and meeting minutes.
• Maintain, keep tidy, and organize all non-office areas (conference rooms, kitchen/training room, copy rooms, and other community spaces)
• Assist with general office needs, including outsourcing of third parties to remedy issues as requested (plumbing, cleaning crews, landscape crews, garbage pickup, police, etc.)
• Coordinate travel arrangements, including flights, accommodations, and transportation.
• Assist with event planning, including internal and external meetings.
• Prepare and process company license renewals, including contractor and occupational licenses.
• Maintain executive calendars, coordinate meetings, and prepare necessary materials.
• Perform research and special projects as assigned by leadership.
• Ensure compliance with company policies and procedures while handling confidential information.

3. Bid Coordination & Estimating Support

• Maintain and update the bid calendar and proposal lists
• Gather information for public bids, complete bid forms, and ensure compliance with submission requirements.
• Communicate with insurance and bonding companies to obtain bid bonds and insurance coverage details.
• Follow up on bid results, particularly for public bid projects where the company is in close contention for an award.
• Complete prequalification forms for new clients and maintain vendor compliance files.
• Support business development and marketing efforts as needed, inside and occasionally outside of the office.

Qualifications & Skills

Education & Experience

• A high school diploma is required; a bachelor’s degree is preferred.
• 5–10 years of administrative experience, preferably in a construction or contracting environment.
• Knowledge of contract management, accounting procedures, and project coordination.

Technical Skills

• Proficient in Microsoft Office Suite (Word, Excel, Outlook, Powerpoint, Adobe/Bluebeam).
• Experience with project management and accounting software (e.g., Eclipse, HCSS).
• Ability to navigate bid submission platforms and safety compliance systems (e.g., Avetta, ISNetworld, Central Bidding, Power      Advocate, and BRASS).

Soft Skills & Competencies

• Team player with great people skills.
• Excellent organizational skills and attention to detail.
• Strong written and verbal communication abilities.
• Ability to handle confidential information with discretion.
• Ability to multitask and manage shifting priorities under tight deadlines.
• Professional demeanor with strong customer service skills.

Work Environment & Physical Requirements

• This position operates in an office environment with standard office equipment (computers, phones, printers, etc.).
• Occasional site visits may be required, necessitating compliance with safety regulations.
• Requires sitting, standing, and occasional lifting of up to 20 lbs.