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Administrative Assistant

Ref: 91274  

Description:

Construction company in Kailua Kona is looking for an Administrative Assistant to provide support to the Project Manager and Project Engineer. You will assist with a wide variety of tasks so we need someone who can work efficiently and is eager and motivated to take on new responsibilities.

Hours:
Monday - Friday, 7:00am - 3:30pm

Location:
Big Island: Kailua-Kona

Pay:
$16.00 Hourly

Additional Responsibilities:

  • Assist the Project Manager/Engineer with coordinating all vital aspects of projects.
  • Provide clerical services on a variety of construction management project, ensuring all team members understand the scope of the project as well as what they are individually responsible for.
  • Research construction information and document findings in a timely manner and report discrepancies to the Project Manager/Engineer.
  • Seek approval from the Project Manager/Engineer for any changes to project scope or additional clerical services.
  • Shadow Project Manager/Engineer on-site inspections of work in progress to ensure compliance to plans, specifications and adherence to codes, ordinances, regulations, laws, timetables and completion schedules.
  • Prepare weekly meeting agendas and minutes for review and final approval by Project Manager/Engineer. Make schedules with completion dates, as well as coordinating other team members.
  • Read construction plans, designs, and specifications for new and/or existing structures and facilities.
  • Receive, process and keep current status logs of Requests for Information (RFI’s), Submittals, Change Proposals (CP), Field Orders (FO) and Contract Change Orders (CCO’s).
  • Receive, process, and keep status logs for daily inspections, photos, and other miscellaneous reports.
  • Review weekly certified payrolls, advise Project Manager/Engineer of discrepancies, follow through on corrections and keep a current status log.
  • Receive contractor monthly pay request and process to client after Project Manager/Engineer review.
  • Draft monthly client report and process after Project Manager/Engineer review. 
  • Draft weekly/monthly statement of contract days and process to client after Project Manager/Engineer review.
  • Communicating relevant information to all team members, such as change in schedule dates, changes in the project’s requirements, unexpected hitches, etc. 
  • Coordinating activities with the client, users, designers and prime contractor and maintaining relationships with them.

Required Education and Qualifications:

  • Associate's degree or equivalent.
  • Understanding and ability to work with the Microsoft SharePoint, Word, Excel, Outlook, Access, and Windows.
  • Ability to work effectively, independently, and in a timely manner.
  • Valid driver's license and access to a vehicle to travel to inspection sites and meetings.