Construction Administrative Assistant Resume Sample
Mallie Bednar
84356 Brionna Pine,
Dallas,
TX
+1 (555) 437 3891
Work Experience
Construction Administrative Assistant
07/2016
-
PRESENT
Philadelphia, PA
- Strong organizational skills and attention-to-detail
- Proficient in computer use and software applications including PeopleSoft, Microsoft Office (Excel, Project, Access, Word, PowerPoint)
- Proven problem solving and project management skill required
- Office administration experience ideally in Construction or Engineering environment or a like technical environment
- Proficient in MS Office, primarily Excel, Word, and Outlook
- Experience in Excel and Microsoft suite
- Communicate effectively with a variety of people with varying backgrounds
Construction Administrative Assistant
10/2012
-
02/2016
Chicago, IL
- Organize and manage project information including the logging, distribution and tracking of submittals and RFI’s (Request for Information) and the archiving of project information both electronically and manually
- Attend Owner’s Meeting
- Help manage Owner Controlled Insurance Program (OCIP)
- Experience in an administrative, clerical role
- Working directly with the office staff (Regional Management, project managers, accounting) and assisting with multiple and varied tasks
- Interfacing with the customers via emails and over the phone
- Responding to the problems of the customer promptly
- Maintaining a File system management system (Paper and/or Electronic)
Construction Administrative Assistant
12/2005
-
07/2012
Detroit, MI
- Detail orientation with a sense of urgency
- Order supplies (office, apparel, printed material) for construction and sales
- Assist with maintaining and updating project submittals and RFI’s logs
- Prepare general correspondence such as memos, letters, bid packages, reports, meetings, agendas, subcontractor contracts, purchase orders, change orders, permits and sales tax/insurance certificate requirements
- Processes invoices in Textura, iBeam and subcontractor electronic applications
- Acts as a liaison between insurance companies, subcontractors, and AvalonBay
- Responsible for verifying that Subcontractors/Vendors comply with state sales tax requirements and act as a liaison between subcontractors/vendors and accounting
- Handles pre-construction activities including: Distributing and tracking construction plans, tracking permits, assisting in processing bid packages, creating and maintaining Buyout Log
- Responsible for ensuring that important information and urgent business matters reach the appropriate parties in a timely and satisfactory manner
Education
University of New Hampshire at Manchester
2000 - 2005
School's Degree in Business
Professional Skills
- Excellent time management skills and ability to multi-task and prioritize work and work independently
- Excellent organizational skills including the ability to organize and maintain a fluid administrative process
- Strong Interpersonal skills – Outgoing, patient, professional and able to get along well with a variety of people
- Excellent interpersonal, written and phone communication skills
- Excellent computer skills (i.e. Word, email, scanner)
- Excellent Communication skills- both written and verbal
- Strong organizational skills, ability to multi-task with ease along with a positive and professional demeanor
How to write Construction Administrative Assistant Resume
Construction Administrative Assistant role is responsible for software, excel, microsoft, payroll, credit, training, database, procurement, printing, purchasing.
To write great resume for construction administrative assistant job, your resume must include:
- Your contact information
- Work experience
- Education
- Skill listing
Contact Information For Construction Administrative Assistant Resume
The section contact information is important in your construction administrative assistant resume. The recruiter has to be able to contact you ASAP if they like to offer you the job. This is why you need to provide your:
- First and last name
- Telephone number
Work Experience in Your Construction Administrative Assistant Resume
The section work experience is an essential part of your construction administrative assistant resume. It’s the one thing the recruiter really cares about and pays the most attention to.
This section, however, is not just a list of your previous construction administrative assistant responsibilities. It's meant to present you as a wholesome candidate by showcasing your relevant accomplishments and should be tailored specifically to the particular construction administrative assistant position you're applying to.
The work experience section should be the detailed summary of your latest 3 or 4 positions.
Representative Construction Administrative Assistant resume experience can include:
- Prioritize tasks and re-prioritize as needed
- Experience making travel arrangements using web-based resources
- Experience in construction administrative support with knowledge of legal contracts, tendering processes and basic project procedures
- Demonstrated pro-active attitude in order to follow up on outstanding issues and conclude them satisfactorily
- Experience with Microsoft Suite, including Access, Excel and Word
- Demonstrated efficiency in managing multi-disciplinary tasks
Education on a Construction Administrative Assistant Resume
Make sure to make education a priority on your construction administrative assistant resume. If you’ve been working for a few years and have a few solid positions to show, put your education after your construction administrative assistant experience. For example, if you have a Ph.D in Neuroscience and a Master's in the same sphere, just list your Ph.D. Besides the doctorate, Master’s degrees go next, followed by Bachelor’s and finally, Associate’s degree.
Additional details to include:
- School you graduated from
- Major/ minor
- Year of graduation
- Location of school
These are the four additional pieces of information you should mention when listing your education on your resume.
Professional Skills in Construction Administrative Assistant Resume
When listing skills on your construction administrative assistant resume, remember always to be honest about your level of ability. Include the Skills section after experience.
Present the most important skills in your resume, there's a list of typical construction administrative assistant skills:
- Excellent organizational and prioritizing skills and ability to handle competing demands
- Excellent writing skills and keen attention to detail when preparing books for clients, banks, and internal presentations
- Good computer skills, especially using Excel
- Prior experience working directly and communicating with executives
- We are seeking a dynamic professional with an outgoing personality, positive attitude, and polished negotiation and telephone skills
- Extensive software skills including above average proficiency with Microsoft Office Suite, particularly Excel and Access
List of Typical Experience For a Construction Administrative Assistant Resume
1
Experience For Construction Administrative Assistant Resume
- Assemble and prepare presentations and reports, including internal team communications. Manage production of deliverables, printing and binding documents, and preparing presentations and reports, including internal team communications
- Assist with the word processing, formatting and editing of project deliverables, both small and large (500+ pages). Follow pre-determined style guides and templates. Organize the formatting/editing process through electronic information management tools
- Strong skills Microsoft Suites and other software to include excel and cost tracking tools and methods to help drive team performance
- Handling data analysis and report development, proofreading and editing documents, and preparing presentations
- Taking meeting minutes and keeping records of tasks and progress
2
Experience For Construction Administrative Assistant Resume
- Making travel arrangements and finding accommodations for training seminars, conferences and additional project-related events
- Coding of invoices / TimberScan as needed
- Ceiling tile orders as needed for support
- Archiving projects at completion
- Requesting further information for documents that are deemed incomplete
- Conducting research online for information
- Organizing team meetings and communication per project specifications to keep project deliverable schedules on track and support Project Managers
3
Experience For Construction Administrative Assistant Resume
- Distributing project information to key partners
- Submittals processing & transmitting
- Plan/coordinate on- and off-site catering and employee events
- Maintain various project logs, including vendor insurance, daily reports, rental equipment, and material purchase and utilization logs
- Receive all safety related training records and certificates received from Stantec employees. Maintain both paper and electronic files in appropriate database
4
Experience For Construction Administrative Assistant Resume
- Serve as the local Point of Contact (POC) with WorkCare for all local medical testing and injury cases
- Assist the site Project Manager with keeping up to date subcontractor insurance and prequalification documentation
- Work closely with expediting team to log the receipt of electronic shop drawings, specifications and hard copy manuals
- Mail outgoing documents (i.e., UPS, Federal Express, United Postal Service)
- Electronic document filing as needed for support
- P-Card coding as needed (non-field)
5
Experience For Construction Administrative Assistant Resume
- Lien Waiver Gather and Tracking from GCs and subcontractors
- Insurance verification/tracking for Master Agreements (assist VP, Contracts & Administration)
- Assistance with buyout/bidding process as needed
- Appliance ordering / research
- Support project teams by providing administrative, technical and clerical support
- Manage roofing software
- Compose and/or edit letters, memos, reports, procedures, etc., as required, in support of construction goals related to safety scope schedule and budget
- Manage mail and calendars for senior staff
- Maintain visitor and travel schedules
6
Experience For Construction Administrative Assistant Resume
- Prepare shipments and overnight packets
- Interface and maintain liaison with program and project management, stakeholders, client, contractors, and other consultants on program and project administrative activities
- Manage and track IT assets, order, receive, track and setup hardware and software, return the leases, request account ID’s for new employees, perform basic setup and configuration of computers, transfer the users data from the old computer to the new and assist IT staff with tasks as needed
- Provide periodic general front desk reception coverage; greeting guests (guest sign-in, etc.)
- Assist with new hire paperwork
- Collect monthly/quarterly data for client and Stantec reports
7
Experience For Construction Administrative Assistant Resume
- Coordinate with various site administrators at different locations
- Receive, sort, date stamp and distribute mail
- Set up new hires with Clipper Cards
- Enter Preliminary Notices and Lien Releases
- File Preliminary Notices and Mechanics Liens
- Prepare shipments and labels as requested
8
Experience For Construction Administrative Assistant Resume
- Maintain office telephone roster
- Update project directory on company shared drive
- Process credit card applications as requested
- Support AP, AR, and Payroll as needed
- Assist the Project Management group with the preparation of construction contracts and ensure quality of contractual documentation
9
Experience For Construction Administrative Assistant Resume
- Assist with the review of construction tender documents to ensure they are complete, accurate, and in conformity with University and government regulations
- Track, file and log all project administrative and contract documents requiring multiple levels of approval and enter into the Financial System. Troubleshoot issues proactively as they arise
- Assist in the preparation of tender documents for posting on public tendering sites including addenda and report contract status to ensure compliance with all governmental procedures for contract disclosures
- Act as a liaison between contractors and project managers and other internal units
- Maintain and develop guides and tools to ensure Project Managers learn and follow established Departmental and University controls, policies and guidelines
- Contribute to the elaboration and updates of documented procedures that improve the administrative aspect of project management
- Provide general administrative support to the Project Management group (filing, preparing reports or letters, archiving documents, organizing meetings, preparing meetings, etc.)
- Diploma of Collegial Studies (2 year pre-university DEC) in a field related to the primary responsibilities and 2 to 4 years’ experience working in the project/construction management field
10
Experience For Construction Administrative Assistant Resume
- Strong knowledge of University procurement policies
- Knowledge of public tender policies and processes and/or the construction industry, an asset
- Ease with construction procedures and ability to work well with contractors and suppliers
- Very good knowledge (Level 5) of spoken and written English, good knowledge (Level 4) of spoken French and basic knowledge (Level 3) of written French in order to review contracts and communicate with service providers and internal clients
- Basic knowledge Word and Excel in order to prepare documents and spreadsheets, and experience with the Windows platform
- Work independently and in a team with diverse groups of people
List of Typical Skills For a Construction Administrative Assistant Resume
1
Skills For Construction Administrative Assistant Resume
- Experience in a field construction office setting
- Extract information from tracking to compile reports on document circulation and process effectiveness
- Experience as construction Client Coordinator, Project Manager Assistant
- Proven ability to organize and follow-up efficiently
- COMMERCIAL CONSTRUCTION experience REQUIRED
- Strong interest in renewable energy
- Proven ability to learn new software programs
- Experience with Concur travel and expense administration platform
- Screening and scheduling qualified contractors for bidding
2
Skills For Construction Administrative Assistant Resume
- Assisting with project accounting, billing and invoice
- Entering and editing work orders within our project management software
- Maintaining and monitoring all vehicle registration and insurance
- Managing bids throughout entire process in Expesite. Point of Contact for all GC bids. Prepares packages. Participates in pre-bid calls
- Processing project specific invoices (General Contractor Pay Applications, consultant related invoices, change orders)
- Anything else necessary to help the company meet its goals
- Assisting with meetings and calendar management
- Manage shipping and receiving for site
- Responsible for assisting with Purchasing and Contracts Management
3
Skills For Construction Administrative Assistant Resume
- Assist in negotiating the lowest cost possible while maintaining high quality
- Electronic filing: be consistent and follow policy/protocol, client mailing lists, proposals, bookings, client correspondence and document control system
- Email out links to drawings to subcontractors with an Invitation to Bid, tracking bids that come in, calling subcontractors to follow up on status of bids, etc
- Apply and coordinate roofing permits
- Assist with answering phones when required
- Be willing to assist in other tasks outside current job description
- Participate in facility’s annual budgeting process
- Commercial and industrial building design, construction, and maintenance
4
Skills For Construction Administrative Assistant Resume
- General maintenance for manufacturing facilities and office campuses
- Take plan of the day (POD) and meeting notes and distribute accordingly
- Assist in training updates
- Problem-solving ability in a fast paced office environment
- Competent, outgoing, and possess the ability to speak to clients, subcontractors, and vendors with confidence and ease
- Assist in getting purchase orders signed by vendors and filed
5
Skills For Construction Administrative Assistant Resume
- Assist in submitting completed purchase orders for payment
- Assist in creatively sourcing new products to help lower cost and improve quality/aesthetic appeal of our houses
- Assist in developing detailed estimates
- Assist in managing contracts for all trades and subcontractors
- Compose, type, and edit correspondence, meeting notes, memoranda, reports, and expense reports
- Maintain SharePoint EHS site, including all of the subcontractor submittals
- Electronic correspondence with subcontractor regarding prequalification/requalification documentation submittals
- Maintain meeting notes, follow up on AR’s
6
Skills For Construction Administrative Assistant Resume
- Answer incoming calls and transfer calls to appropriate employees
- Order catering as requested
- Assist the Project Management Team with the project closeout by distributing final documents (Operation manuals, as built drawings, warranties, etc.)
- Organize and maintain subcontractor and vendor payment application tracking logs
- Coordinate with job cost accounting team
- Manages General Contractor onboarding
7
Skills For Construction Administrative Assistant Resume
- Provide administrative support to Estimating / Preconstruction team
- Timely distribution and processing of Requests for Information (RFIs) and maintain up-to-date log of same
- Communicate with clients and co-workers in a professional manner
- Verify completeness of permit documents
- Register contractor in new municipalities and update licenses and documents annually
- Call customers to verify documents required for permits
8
Skills For Construction Administrative Assistant Resume
- Proficiency in Microsoft Office products
- Adapt and perform in a high energy environment
- Lift approx. 40 lbs
- Manage the setup of office space and stock supplies
- Ensure site meets company standards and OSHA requirements
- Track and record site safety & spills data
- Ensure accuracy of data on documents and certificates
9
Skills For Construction Administrative Assistant Resume
- Upload documents and certificates to applicable databases and information storage vaults
- Participate in weekly safety meetings
- Assist landowners with complaints and concerns
- Maintain employee files and time off requests
- Exemplary standards of integrity, honor, safety, management, ethics, quality, and productivity
10
Skills For Construction Administrative Assistant Resume
- Sufficient schedule flexibility to manage facility emergencies 24/7
- Class 5 driver’s licence is required
- Proficiency in Microsoft Office, especially Word, Excel and Outlook
- Assist in bidding out renovations and hiring and managing contractors. Constantly recruit new contractors and vendor relationships through networking and cold calls. Ensure contractors are properly registered prior to starting jobs
- Administrative experience
- Assist in updating reports to track every detail of construction. Manage all paperwork and electronic files in a timely and organized way
- Strive to complete projects below assigned budget, and continuously seek ways to reduce construction cost and streamline processes
- Assist program staff with scheduling, preparing for, and documenting meetings and conference calls, including coordinating room and travel arrangements, preparing meeting materials, tracking action items, and facilitate resolution and follow up actions as needed within the program team
List of Typical Responsibilities For a Construction Administrative Assistant Resume
1
Responsibilities For Construction Administrative Assistant Resume
- Communicate with subcontractors and vendors
- Organize and support project meetings
- Set up and maintain the office accounts, project, administrative and client files, logs forms and
- Prepares General Contractor Contract for review before submittals
- Responsible for General Contractor, and Supplier close out at completion of project
- Facilitate communication and approvals for all work/change orders
2
Responsibilities For Construction Administrative Assistant Resume
- Attend Lender Project Calls to assist with payment procedure compatibility
- Manages AIA software documentation for construction projects
- Manages Close Out Process for all projects
- Ensure SharePoint is updated weekly with project progress photos, daily logs, toolbox talks and other project information as required
- Maintain up-to-date project sub list in SharePoint
- Keep informed on and ensure that all requirements of insurance, tax (W-9), safety, labor relations and Equal Employment Opportunity are met and that no subcontractor begins work without the above executed documents without the permission of the President
- Ensure project team secures Notice of Contract within five (5) business days of date of building permit with copies being posted at the project site and originals sent to accounting for safekeeping
3
Responsibilities For Construction Administrative Assistant Resume
- Establish and monitor administrative procedures for the project, including project files. These procedures are to conform to established policies and procedures. Including project documents, O and M, warranty manuals and closeout documents
- Type all project-specific general correspondence and transmittals. Including state specific items such as requesting and ensuring that the Owner has applied for Lien Agent, and to include Lien Agent Contact info on all sub/vendor paperwork
- Experience as a Project Assistant in a construction company
- Working knowledge in the areas of estimating, scheduling, budgeting/cost control, financial reporting, client relationships, interpersonal skills, computer skills, and safety/insurance
- Advanced communication skills, both written and orally
4
Responsibilities For Construction Administrative Assistant Resume
- Strong working knowledge of subcontracts, change orders, submittals, etc
- Competency with Microsoft Office products, particularly Word, Excel and Outlook
- Be a "part of the team" and make a valuable contribution to that team
- Prepares weekly reports for required Construction and Executive meetings
- Supports Project Managers and Sr. Director of Interiors Construction
- Update CRM as needed for support
5
Responsibilities For Construction Administrative Assistant Resume
- File documents accurately
- Generate AWRs as needed
- Construction Department agreements (Master Agreements)
- Plans and documents posted/filed to F-drive
- Project close out documents
6
Responsibilities For Construction Administrative Assistant Resume
- Dependable and proactive
- Sign for shipments
- Scan job documents
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