Brasfield & Gorrie, LLC

  • Preconstruction Administrative Assistant

    Location US-GA-Atlanta
    Job ID
    4443
  • Responsibilities

    Responsibilities and essential duties include the following (other duties may be assigned):

    • Provide day to day administrative support for preconstruction department, including creating and sending correspondence, distributing faxes, meeting invites, taking meeting minutes, coordinate catering and conference space, order department supplies and business cards, etc.
    • Create preconstruction presentation materials for negotiated work (binders, formatting clean-up, filling out bid forms, etc.)
    • Complete proposal documents for bid work (filling out forms, getting required signatures, tracking down feedback from various internal groups, etc.)
    • Manage RFI’s for Bid / Negotiated work
    • Publish estimates to historical data software (Modelogix)
    • Track and report preconstruction department capacity in Resource Management
    • Digital documentation management (update with addendums, create links, Plan Grid management)
    • Subcontractor / Vendor management (quote organization, new sub communication, feedback to ITB system)
    • Maintain bid rooms, department copy room, plan room and reference library
    • Prepare expense reports and book travel using Concur Travel and Expense for preconstruction team
    • Maintain access to outlook calendar and coordinates meeting requests
    • Enter time in JD Edwards system
    • Assist new hires, transfers, and co-ops on their first day ensuring they have the proper supplies and equipment and information regarding the office department
    • Prepare personnel change forms for approval and submit to HR
    • Create and distribute preconstruction agreements for signature
    • Create SAGE folder and P drive folder for new projects
    • Create project notebook/bid box at start of project
    • Maintain ISqFt master database
    • Use ISqFt to setup new project with all contract verbiage and safety document requirements; invite subs; and update documents, CSI codes, addendums, monitor sub/supplier review of documents
    • Track subcontractor/supplier pre-qualifications until they are completed and returned
    • Code invoices to appropriate codes
    • Confirm estimating charges and correct incorrect charges
    •  

    Education - Skills - Knowledge - Qualifications & Experience

     

    Qualifications/Experience/Skills:

    • Bachelor’s degree preferred
    • Minimum of one year of work experience in an office environment
    • Strong verbal and written communication skills
    • Working proficiency in Microsoft Office Suite, including Microsoft Word, Excel and PowerPoint
    • Working proficiency in Bluebeam strongly preferred
    • Aptitude to learn new computer applications and software
    • Excellent customer service skills
    • Positive attitude
    • Proven self-starter
    • Detailed oriented with the ability to recognize discrepancies
    • Ability to work in a team environment as well as independently
    • Must thrive in a fast-paced work environment
    • Ability to successfully prioritize multiple tasks with competing deadlines
    • Ability to maintain a high level of confidentiality
    • Obtain notary certification in applicable county

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