Administrative Assistant-Construction Project Coordinator
Job description
Turner Construction is the leading construction general contractor with a 117 year history spanning iconic projects around the globe. For the past 40 years, Turner's Seattle office has helped shape our local skyline with projects such as Century Link Field, the Seattle Aquarium, and Two Union Square.
We are looking for a detail-oriented, motivated, independent worker who thrives at being the linchpin and public face of the site office for a significant commercial construction project. As a valued member of the construction project team on site, the successful candidate will have excellent multi-tasking and service-oriented communication skills. This position requires the candidate to juggle competing demands, meet deadlines, coordinate with cross functional teams (clients, subcontractors, vendors, and labor), and manage contracts.
Position Description:
Perform daily administrative tasks and services to facilitate work for functional business team (e.g., Procurement department).
- Provide professional customer service and positive interactions while processing day-to-day administrative items and supporting local business unit and project based functions.
- Daily management of project calendar, meeting schedule, and project contacts.
- Process expense reports for Project Executive and/or Manager.
- Set up process and administer project-specific tools and materials, such as project calendar program, conference rooms, and
- Prepare written correspondence for project staff (e.g., memos, emails, presentations, and other project-specific documents).
- Perform administrative services including processing mail, overnight mailings, photocopying, filing, manage phone list ,
- Edit and assemble documents and reports.
- Engage professionally with others to address and discuss information and assist with general inquiries; provide appropriate
- Develop general knowledge of contract documents, understand contract types, and select correct contract forms to support
- Generate contracts within Procurement module system of record (e.g., SAP) and ensure accuracy of details.
- Upload documents into DocuSign system, maintain Subcontractors’ updates, and track through to completion while maintaining
- Maintain organized filing system and coordinate document retrieval.
- Track Certificate of Insurance (CoI) renewals and maintain up-to-date documentation and details in system of record.
- Assist in development of bid lists for trade items, coordinate pre-bid meetings, may distribute bid documents, and assist in
- Assist in preparation of assigned spreadsheets to confirm bidder compliance with contract documents. (May include scope
Prevailing Wage, Davis Bacon), Underrepresented Business Enterprises (UBE) (or other business classification requirements),
insurance and bonding requirements, along with any other project-specific needs.
- Conduct prequalification research and follow-up with subcontractors to assist in completion of prequalification process.
- As directed, contact vendors and subcontractors during bidding phases to determine coverage of trade items and identify problems and forward to Procurement Agent.
- Receive questions from bidders and obtain clarification through Procurement Agent (or bid period Request for Information
- Track and request missing or expiring insurance, verify insurance requirements for compliance with agreements, and follow up
- Proofread work before presenting to Procurement Agent/Manager for signature.
- Compile and route agreements for execution using DocuSign system.
- Release and update contract and insurances; update halt codes within Procurement database as directed.
- Organize Procurement documentation for distribution and filing.
- Organize local distribution and storage of executed contracts, agreements, and related documents in shared document system.
- Manage Subcontractor prequalification files; obtain and enter values for current Experience Modification Rate (EMR), and
- Embrace company culture, values, and Diversity, Equity, & Inclusion (DE&I) activities across company.
- Provide team support and relief of others' job duties during times of need (e.g., lunch, breaks, illness, vacation).
- Contribute innovative ideas for continuous improvement and effectiveness of team.
- Other activities, duties, and responsibilities assigned.
#LI-ZO1
- College degree and/or relevant administrative skills certification, a plus
- High degree of detail, accuracy, and organizational skills
- Maintain confidential information
- Work with some direction and oversight, and as part of team
- Approachable, proactive, positive, and professional attitude
- Professional verbal communication and written business communication skills
- Able to conduct research and proofread
- Exhibit active listening skills and follow through on commitments
- Good judgment to solve problems, escalate issues, and request prioritization of responsibilities
- Proficient computer and data entry skills, Microsoft suite of applications, collaborative meeting platforms, and general office
- Commissioned Notary Public, a plus
Qualifications:
High School Diploma or GED and minimum of 2 years of relevant administrative assistant experience in construction, or other related industry, required.
Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the
essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the
essential functions. While performing the duties of this job, the employee is frequently required to sit, use hands to finger, handle, or feel objects, tools, or controls; and reach with hands, talk, and hear. The employee frequently views a computer monitor and
frequently uses a computer keyboard. Specific vision abilities required by this job include close vision, peripheral vision, depth
perception, and the ability to adjust focus. The employee is occasionally required to be mobile, and the employee performs work on[1]site at a construction site project-based office setting, office locations, and/or off-site venues. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.
Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the
essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the
essential functions. While performing the duties of this job, the employee regularly works in a construction site project-based officesetting. The noise in the work environment is usually quiet to moderate in a construction site project-based office setting. While performing the duties of this job, the employee is exposed to moving mechanical parts, high precarious places, fumes or airborne particles, outside weather conditions, and risk of electrical shock. The noise in the construction site work environment is usually moderate to loud. The employee is required to work in compliance with company safety policies, procedures, and applicable laws.
Turner is an Equal Opportunity Employer
Minorities/Females/Veterans/Individuals with Disabilities/Sexual Orientation/Gender Identity
VEVRAA Federal Contractor
Turner is an Equal Opportunity Employer — minorities/females/veterans/individuals with disabilities/sexual orientation/gender identity.
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