Executive Assistant - One Hat Construction Inc

We are a Residential and Commercial General Contractor looking for an experienced Executive Administrative Assistant!

Our most important want is someone looking to learn and grow within the company. Longevity is key to success!

The Executive Administrative Assistant candidate will need to have a MINIMUM of 2 years in the following list of job functions to qualify for the opportunity; preferably in the Construction industry.

Key Responsabilities:

BID REQUEST FOR PRICING

•Answer Phone, take messages and forward

•Prepare bid sheet for project; job name, number, address, etc.

•Send request for price to bidders

•Retain 5 subs minimum for each trade on the bid

•Schedule job walks and plan issue to the chosen sub-contractors

•Follow up phone calls and/ or e-mails to retain pricing

•Turn in bid sheet in a timely fashion to estimator with realistic pricing

•Assist Project Manager as required

SCHEDULING JOB WALKS

•Order plans, keep GC plans, update as required

•Provide plans to subcontractors attending the job walk (and/ or to those who don't)

JOB AWARDED and SET UP

•Create digital job files to maintain paperwork

•Create job binders for Owner, Project Manager, and Superintendent working the job

•Create a Profit Summary in the data system

•Create contract with the owner of the project

•Create all subcontracts

•Confirm and retain proof that all subcontractors awarded jobs on the project are current on; GL Insurance and Workers Compensation Insurance

•Act as liaison between construction design team and vendors

JOB MAINTENANCE

•Maintain all communications with project owners, tenants, employees on the job, and subcontractors working the job.

•Create and maintain a Submittal Log and manage submittals as they arrive.

•Create and maintain all Change Orders (owner or sub contractor) for the job

•Create and maintain all NTP's

•Create and maintain all Purchase Orders for the job

•Maintain the Profit Summary throughout the project progression

•Maintain all active job binders at all times for the owner, Project Managers, and Superintendents

JOB COMPLETION

•Assure all Change Orders and opportunities to invoice have been recorded properly

•Administer the completion a few Close Out Packages (1 for the owner, one for our company)

•Properly file any plans, samples, and files

Duties/Responsibilities:

•Handle and coordinate active calendars

•Schedule and confirm meetings

•Ensure file organization based on office protocol

•Provide ad hoc support around office as needed

•Keeping an inventory of Construction equipment and office supplies

•Coordinating reporting procedures across organizational teams

•Providing project support•

•Monitoring department expenses

•Setting daily schedules for staff

•Maintains office supplies and coordinates maintenance of construction and office equipment.

•Maintains a system for recording expenses

•Maintains filing systems as assigned.

•Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed.

•Responds to and resolves administrative inquiries and questions.

•Performs other related duties as assigned.

•Basic understanding of clerical procedures and systems such as record keeping and filing.

•Ability to work independently

•Schedules plumbing technician appointments at customer sites and facilitates communication among technicians, customers, and the company.

•Map Locations for Plumbing technicians before setting up schedule

•Property and Casualty license (Preferred)

Qualifications:

•Self-starter and great at researching solutions

•Strong interpersonal, customer service and Excellent written and verbal communication skills

•Ability to problem solve

•Previous experience in office administration or other related fields

•Ability to prioritize and multitask

•Strong attention to detail

•Strong organizational skills

•High School Diploma

•Proficient in Microsoft Office

•Construction Experience (preferred) Labor Compliance Knowledge (preferred)

•Maintains office supplies and coordinates maintenance of office equipment.

•Maintains a system for recording expenses •Performs other related duties as assigned

•IICRC WRT Certification (will be expected to complete within 90 days or next available class/test in San Diego)

•Responsible for first contact with New Clients per Company Software/ Databases/Marketing

Set up appointments with clients asap.

Physical Requirements:

•Prolonged periods sitting at a desk and working on a computer.

•Must be able to lift up to 15 pounds at times.

This position provides a full time employment. This is an opportunity to serve as the primary potential client contact, ensuring One Hat Construction Inc.'s commitment to Innovation, Uniqueness, and Professionalism. This is an OFFICE job, so if you are used to and/ or need to be out at the jobsites), this job is not for you. Also keep in mind your drive to the office daily is to Mission Valley (92108) Traffic in to Mission Valley area is a true representation of San Diego traffic coming north or west.