Project Assistant - Mission Critical

Layton Construction Company•Cedar Rapids, IA

About The Position

Champions “The Layton Way” by delivering predictable outcomes for internal teams, external teams, and customers. Ensures that “Constructing with Integrity” is delivered by working with honesty, unity, safety, and quality of work. Assembles, compiles, and/or prepares the following documents to ensure efficient and complete documentation for construction projects: contracts, purchase orders, owner pay requests, project insurances, bonds, Notices of Commencement, legal documents required for project start/completion, warranties, owners’ operations and maintenance manuals, and as-built drawing for closeout; monitors and enforces legal and insurance compliance with respect to all required construction paperwork, including paperwork required in-house. Assists in buyout of projects by verifying prequalification of subcontractors to include completion of safety and financial review. Instructs project team in organized filing system and assures its proper use. Periodic audits to ensure executed contract documents (subcontracts & subcontract change orders) are filed in project BOX folder. Prepares agendas and other meeting documents as directed by project team Records and/or transcribes minutes as directed by project team Ensures timely responses from subcontractors for contract paperwork. Creates and maintains project compliance items as required by owner and Layton contract. Upon VP/ Project Team approval, disburses payment to compliant subcontractors. Assists in establishing OCIP or CCIP program per contract requirements. Maintains required documents for program. Administers contracts and purchase orders assigned by project team including initiating CMIC workflow. Monitors progress of CMiC workflow for subcontract and subcontract change order approvals (including eSign). Prepares and issues change orders to subcontractors and owners for extra work performed on the project. Coordinates with project team to ensure planning for project milestones including permitting, groundbreaking, topping off, project closeout are met. Discusses and coordinates personal goals and important issues, and objectives. Drafts, transmits, and files correspondence. Performs other related duties as assigned.

Requirements

High school diploma or equivalent.
Types a minimum of 50 wpm.
Has at least 2 years’ experience in secretarial or administrative work.
Proficient in Microsoft Word, Excel, PowerPoint, and Outlook and is able to create and edit legal documents and spreadsheets using each application.
Has excellent written and verbal communication skills.
Has excellent organization skills; develops systems that provide access to information with the ability to retrieve and deliver required information effectively.
Has the ability to handle multiple tasks simultaneously; can establish priorities and an effective course of action.
Has the ability to accomplish routine tasks.
Is a team player; works well with other people; takes time to help co-workers, customers, and others achieve their goals and assignments.
Has the ability to perform essential duties and responsibilities efficiently, accurately, and safely, with or without reasonable accommodation, and without posing a threat of harm to self or others.

Nice To Haves

Previous experience working in an administrative role in a construction company preferred.
Knowledge of basic work methods, techniques and systems used by Layton Construction preferred.
One to two years post high school administrative assistant training preferred.