Construction Administrative Assistant - North Sky Construction, LLC

JOB DESCRIPTION: Construction Administrative Assistant (20230823)

About Us:

North Sky Construction is a Grand Forks, ND-based contractor providing general contracting, design-build, construction management, and self-development services across the surrounding region, and in the southwest.  As an established and respected construction organization, we are committed to our clients and end-users by performing to high ethical standards, taking pride in our work, while providing an exceptional outcome.  If you are looking for an incredible opportunity in an administrative support function, let’s talk!  To learn more about North Sky Construction, visit our company website at www.northskyconst.com.

Position Summary:

The Construction Administrative Assistant is a key administrative role supporting the organization through the entire business lifecycle. This role will collaborate directly with the principal along with other key internal and external stakeholders. The Construction Administrative Assistant will support the team by maintaining various aspects of the business with administrative, accounting tasks, project support, and vendor management. To be successful in our company, the ideal candidate must be able to perform the following essential functions, including, but not limited to:

• Participate in the bidding process by: Co-developing construction proposal packages, creating and distributing Invitation to Bids, development of bid package scope of works, engaging Vendor bid participation, solicitation of quotes, and providing timely delivery of bid proposals to the contracting agency.
• Ensure timely and accurate dissemination of information to leadership and project management staff.
• Prepare and track AIA contracts and subcontracts, purchase orders, and change orders for Project Managers review and approval.
• Create, maintain, track, and follow-up on RFI, contract, purchase order, change order, submittals, Certificates of Insurance, and O&M’s.  Maintain registries.
• Prepare project closeout documents ensuring all pertinent documents are processed as required by the construction documents and Project Manager.
• Coordinate meetings and deliverables such as handouts for the project team.
• Provide accounting functions such as data entry for account payables, accounts receivables, payroll, etc. using QuickBooks.

• Develop meeting minutes and distribute to stakeholders.

• Assist leadership with weekly, monthly, quarterly, and annual reporting, i.e., insurance audits, etc.

• This position will also be responsible for performing other project-related duties and administrative functions as assigned.

Additional Expectations:

• A working knowledge of commercial construction methods and practices.
• Understand and follow safety policies and procedures.
• Promote a positive, effective work environment while fostering communication and teamwork.
• Be able to communicate effectively important project information to the leadership team and coworkers, reporting daily to leadership with task updates and for assignments.

• Demonstrate knowledge and skills in quality and professionalism.

• Communicate with a positive, respectful, and empathetic approach.

• Work diligently and move from one task to another without a loss of efficiency.

• Respond positively to sudden changes. Apply flexibility and the ability to adjust quickly.

• Demonstrate organizational skills with an attention to detail and a high degree of accuracy.

• Work independently and exhibit strong problem-solving, decision making, and judgement skills.

• Identify opportunities for improvement.

• Cross-train as requested to develop and broaden skill set.

• A team player who is willing to assist in a variety of tasks and assignments.

• Apply personal ethics, honesty, initiative, and responsibility in conducting the functions of this position.

• Participate in company functions, meetings, and assigned committees.

• Willing desire to better themselves professionally.

Qualifications:

• Associate degree or higher in business and/or construction with a mix of industry experience.

• Prefer three to five years of experience with familiarity with the commercial construction industry.

• Proficient in computer skills, especially with Microsoft Office Suites (Word, Excel, PowerPoint, Publisher, Team Meetings), QuickBooks, Adobe Pro, Bluebeam, and AIA portal.  
• Excellent time management, verbal, and written communication skills with a focus on customer service.
• Strong initiative and a self-starter.
• Be able to solve problems and make informed decisions independently in a creative and effective manner.
• Strong math & analytical skills.
• Ability to efficiently and effectively multi-task and prioritize work in a challenging environment.

• Have or be able to obtain a Notary of North Dakota within 30 days.

   

In a nutshell, we want an experienced ethical person with integrity who is responsible, accountable, dedicated, punctual, meticulous, and dependable who will take pride and ownership in the company and their assignments, who will diligently perform at a professional level, and is enthusiastic about construction.

Work Environment:

The minimum physical work requirements listed below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations to enable individuals with disabilities to perform the following essential functions may be made.

• Willingness to work in a demanding and sometimes a stressful environment. 

• Office environmental conditions are typically moderate.

• This position is located at the Grand Forks office, and when necessary, at remote project locations as needed.

• The ability to travel and work on multiple construction job sites which the employee will be exposed to dirt, dust, uneven surfaces, outdoor weather conditions, varying noise levels, and extreme temperatures.

Physical Requirements:

The minimum physical work requirements listed below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations to enable individuals with disabilities to perform the following essential functions may be made.

• Standing and/or sitting for extended periods of time. 

• Be able to communicate effectively and professionally in a typical office environment. 

• Sit, bend, walk, and lift up to fifty (50) pounds at any given time.

• Be able to move around prospective or current sites, including walking on uneven surfaces, walking long distances, and climbing stairs.

Pre-Employment Hiring Requirements:

• Must be able to pass a pre-employment drug screening (Required).

• Valid driver’s license and satisfactory driving record (Required).

• Ability to pass a background check (Required).

Our Benefits:

In addition to working in a team-building environment, we offer our full-time team:

• Competitive wages based on experience.

• Health Insurance.

• Paid Time Off.

• Paid Holidays.

• Continuing education and certification courses.

• Company sponsored events.

Position Type:

Job Type:          Full-time, exempt.

Location:           Grand Forks, ND office.

Hours:               Monday through Friday with some evenings and    weekends as necessary.  This position requires    non-traditional work hours to meet demands. 

Compensation:  Based on experience.

To Apply:

Please send a cover letter, resume and three follow-up references to careers@northskyconst.com.

The duties described above is not intended to be a comprehensive list of all activities, duties, and responsibilities required. Team members may be asked to perform other duties as required. Duties, responsibilities, and activities may change at any time with or without notice.

All offers of employment are conditional, based on the successful completion of the pre-employment process which includes a criminal background and pre-employment drug testing.

The above job description does not constitute a contract of employment or a contract between North Sky Construction LLC and any of its team members. Employment at North Sky Construction LLC is at-will, which means that either the team member or North Sky Construction LLC may end the employment relationship at any time, for any lawful reason, with or without cause, and with or without notice.

North Sky Construction LLC is an EEO/Affirmative Action/Veteran friendly employer. We do not discriminate on-the-basis of age, gender expression/identity, genetic information, marital status, national origin, physical or mental disability, pregnancy, race, religion, sexual orientation, or veteran status.