14340457
Located in Ocala, FL
Pay: $16.00-$18.00/hour
Job Full Description
Job Title: Administrative Assistant
Pay Rate: $16 - $18/hr
Schedule: Full-time, Monday – Friday, 8:00 AM - 5:00 PM
Position Overview:
The Administrative Assistant will assist with a wide variety of project administration, purchasing, and documentation tasks. This is an important role in keeping our projects on track and ensuring all materials and documentation are processed efficiently. The ideal candidate is detail-oriented, organized, and able to juggle multiple responsibilities at once.
Key Responsibilities:
Project Administration:
- Request, track, and distribute submittals, Operation & Maintenance documents, and other project documentation to relevant parties (General Contractors, Vendors, Subcontractors).
- Prepare and maintain submittal logs and track Owner Direct Purchases (ODP).
- Issue and track subcontracts, confirm appropriate certificates of insurance are in place, and process approvals.
- Schedule and confirm owner training and assist in project closeout by gathering and providing necessary documentation (as-built prints, test reports, etc.).
- Process and track RFI’s (Request for Information) and maintain detailed project files.
Purchasing:
- Release, track, and schedule delivery of project-specific materials after submittals have been approved.
- Purchase stock items and daily project-specific materials as needed.
- Maintain inventory and ensure timely delivery of materials to job sites.
Job Costing & Change Orders:
- Track and process change orders, and ensure that any necessary updates are made to purchase orders or subcontracts.
- Work with Accounting to ensure proper entry of approved change orders into our system.
Additional Responsibilities:
- Answer phones and perform general administrative duties as needed.
- Perform miscellaneous tasks as assigned by the supervisor.
Physical Requirements:
- Ability to lift and carry up to 25 lbs.
- Comfortable climbing stairs and working in a variety of physical positions (standing, sitting, stooping, bending) for long periods.
Skills & Qualifications:
- Prior Office Administration Assistant experience required.
- Strong attention to detail, excellent organization skills, and ability to follow through on tasks.
- Comfortable contacting vendors, subcontractors, and other stakeholders to ensure timely submission of documents and follow up on outstanding items.
- Ability to handle a fast-paced, high-stress environment while maintaining accuracy and professionalism.
- Excellent verbal and written communication skills.
- Familiarity with project management software (e.g., Computer Ease) is a plus.
- Someone who doesnt need to be micromanaged but can ask when needing more direction or support.
How to Apply: Email your resume to Devin.Sias@ExpressPros.com.
Ocala, FL
1281
1005 Southwest 10th Street
Ocala, FL 34471
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