Administrative Assistant

Kansas City, MO 64131 US

Posted: 01/07/2019 Industry: Construction Job Number: 50031 Pay Rate: 32-40k City: Kansas City

Admin assistant

Kansas City MO company needs an admin assistant with 5-10 years of Commercial construction experience.


 Job Description:

Assist the Project Manager or other senior individuals in all phases of construction project management, including pre-construction, construction and post-construction activities.  Assist the Construction Operations Manager/Project Manager/Site Superintendent in the overall planning, scheduling and administration of a particular project.


Required Education / Technical Background:

High school diploma required (Associate's degree a plus) and 5-10 years experience in a professional office setting; commercial construction industry a MUST.


Required Skills:

  • Uses time effectively based on key priorities; accepts direction from more than one person at a time and oversees multiple projects.
  • Communicates well and create effective customer-focused relationships with all organization levels.
  • Able to write clearly and concisely in a variety of communication settings and styles.
  • Acts in a manner of integrity that shows support for the company, its values, and the employees, while maintaining constant focus on meeting/exceeding customer requirements and expectations
  • Strong computer skills in word processing, spreadsheet, scanning, database and presentation software


Essential Functions and Responsibilities:



  • Technical Document Distribution
  • Preparation and Distribution of documents related to bid solicitation


Shop Drawing and Submittal Process:

  • Create and maintain Submittal Log and coordinate the orderly and expeditious approval by A/E of all necessary submittals (shop drawings, samples, catalog cuts, etc.)
  • Transmit and distribute all documents.
  • Track and alert Project Manager to potential delinquencies.


Project Budgets and Scheduling

  • Distribute budget cost code listing to superintendent.



  • Prepare and distribute subcontractor and supplier agreements.
  • Track and follow up on all outstanding contracts and supporting documents.  Alert Project Manager to significant delinquencies.
  • Review certificates of insurance to ensure they are current and that the limits are compliant.


Change Order Processes

  • Maintain Proposal, Change Order, RFI and ASI Logs
  • Receive and distribute all documents as required under the direction of the Project Manager.
  • Track and alert Project Manager to delinquencies.  Prepare and distribute all subcontractor change orders and forward to Cost Estimating for review and approval.
  • Complete and distribute all in house change order summaries.
  • Enter owner and subcontractor/supplier change orders into Timberline


Project Meetings and Correspondence

  • Prepare and distribute all project correspondence.
  • Track and alert Project Manager to follow up on correspondence requirements.
  • Log, copy as necessary and insure secure storage in the project electronic files and physical files.


Project Close Out Process:

  • Prepare listing of close out documents for Project Manager review.
  • Collect, bind, review, and distribute close out documents according to specifications.


General Responsibilities

  • Review and Follow Procedures as Outlined in the Company Procedures Manual.
  • Handle incoming and outgoing mail, travel arrangements, etc.
  • Assists in preparing and coordinating proposals, manuals, presentations, etc. (Power Point skills required)
  • Maintains confidentiality with sensitive or proprietary information on behalf of managers/executives.
  • Continuously expand and update professional knowledge and training skills in order to enhance individual and team innovation and productivity
  • Perform additional tasks or functions in response to directions and priorities set by supervising manager
  • Maintain project emergency contact list for project office.

Hours are 8-4:30, 30 minute lunch. Salary is 32-40k,  DOE.

Send qualified resumes to:

Refer to job #50031.

All qualified candidates will be contacted.



Must have 5-10 years admin assistant experience in the commercial construction industry.

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