Senior Support Assistant - Gilbane Building Company

Rare opportunity to join the Gilbane team in our Jacksonville, FL office!

Gilbane is seeking a Senior Support Assistant to provide support services for our Jacksonville office and serve as a key role on our team. 

This role will sit primarily in the office and will be a highly collaborative role leading office schedules, training, facility planning, as well as the main POC for our Business Leader. 

Who are we?  

As a Top-10 ENR Contractor, Gilbane is a family-owned business with 45 offices that has been shaping communities since 1870. Consistently recognized as one of the most reputable construction management firms in the country, Gilbane is committed to delivering projects safely and on-time. You will have the opportunity to build schools, labs, hospitals, corporate offices, sports arenas and more! 

We are dedicated to building a diverse, inclusive and authentic workplace, so if you’re excited about this role but your past experience doesn’t align perfectly with every qualification in the job description, we encourage you to apply anyway. You may be just the right candidate for this or other roles.

Who are you? 

You are someone who acts inclusively, showing empathy and treating others with respect and dignity in order to uphold Gilbane’s core value of Caring and “People First” workplace culture. You seek to listen in order to understand and can convey information clearly. You’re a strong problem solver who can identify, prioritize, and implement alternatives for solutions, and you demonstrate adaptability by collaborating with others and supporting team members to achieve excellence. A self-starter who shows passion, commitment, and ownership all while delivering on business outcomes and driving results. You’re someone who identifies opportunities for new and improved ways of doing things that result in value-add solutions.  

Your core values match Gilbane’s: Integrity, Caring, Teamwork, Toughmindedness, Dedication to Excellence, Discipline, Loyalty, and Entrepreneurship.

What’s in it for you?   

Gilbane offers employees multi-dimensional training opportunities through a number of resources. While managing your responsibilities to projects, you will be able to enroll in trainings through our award-winning Gilbane University to build leadership and technical skills. In addition, you would work with an experienced team which provides you with the opportunity to learn new industry skills every day. You will protect and promote the interests of both Gilbane and the client in all matters as well as demonstrating the personal characteristics of a developing leader. 

• Positive demeanor and can-do attitude that sets the tone for the office
• Welcoming and coordinating office visitors and guests
• Monitoring, maintaining, and ordering office and project supplies
• Organizing and coordinating internal and external company meetings and events as well as managing conference room usage/scheduling
• Managing and organizing, set up, and take down of internal Company postings and decor
• Maintaining, preparing, and timely submission of expense reports electronically
• Office and/or project administrative support
• Business development, presentation, and accounting support assignments
• Preparation of business unit financial, PowerPoint, operations, and/or business development reports for submittal/upload to corporate and/or internal systems
• Coordinate/update project(s) and company information for community relations or marketing purposes
• Coordinate and monitor project updates for business development purposes
• Lead, organize, and participate in community volunteer, client, and Gilbane Peer Group/Employee Resource Group (ERGs) events.
• Involvement and support of Division-related activities as requested
• Lead new employee orientation and onboarding with HR
• Successfully complete critical aspects of deliverables with a hands‐on approach, including drafting letters, personal correspondence, and other tasks that benefit the business unit.
• Maintain office leadership appointment schedules by planning and scheduling meetings, conferences, and travel; review calendars on a weekly basis for planning time accordingly and keep business leadership informed of upcoming commitments and responsibilities and follow up appropriately.
• Maintain company and customer confidence and protect operations by keeping information confidential.
• Prepare reports by collecting and analyzing information.
• Some early morning, evening, and weekend work may be required with manager's approval
• May serve as Learning Coordinator responsible for working with BL/Department Heads and HR to determine annual training needs.
• Create training schedules for BU/departments and communicate scheduled company training opportunities to employees to encourage participation.
• Organize and execute training, including scheduling, sending reminders, providing facilitator with necessary training materials, and
• ordering/organizing catering.

EXPERIENCE/EDUCATION

• Associates or Bachelor’s degree
• 3-5 years of office experience in a construction-related field
• Or equivalent combination of education and experience

KNOWLEDGE, SKILLS & ABILITIES

• Strong communication (written and verbal) are required
• Exceptional organizational skills to ensure regular deadlines are met and content is accurate
• Scheduling, time management, and travel logistics
• Must be Proficient Microsoft Office (Excel, Word, PowerPoint, Outlook) and Teams
• Works well with others in a positive team environment!

Gilbane offers an excellent total compensation package which includes competitive health and welfare benefits and a generous profit-sharing/401k plan. We invest in our employees’ education and have built Gilbane University into a top training organization in the construction industry. Qualified applicants who are offered a position must pass a pre-employment substance abuse test.

Gilbane is an Affirmative Action/Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to age, color, national origin, race, religion, sex, sexual orientation, gender identity, protected veteran status, or disability status.

Note to Recruiters, Placement Agencies, and Similar Organizations: Gilbane does not accept unsolicited resumes from agencies. Please do not forward unsolicited agency resumes to our jobs alias, website, or to any Gilbane employee. Gilbane will not pay fees to any third party agency or firm and will not be responsible for any agency fees associated with unsolicited resumes. Unsolicited resumes received will be considered property of Gilbane and will be processed accordingly.