Construction Administrative Assistant

Brown and Caldwell • Full-time • West Palm Beach, Florida, United States • 2d ago

Brown and Caldwell has an exciting opportunity for a Construction Administrative Assistant to join our growing project delivery team. This position will be based at a client site in South Bay, Florida. We are seeking a positive, self-motivated person who enjoys multitasking and learning on the job. Our ideal candidate will proactively partner with the high performing construction project delivery team to assist with coordinating project tasks from start to finish. This position will provide a variety of project support, clerical and administrative functions as outlined below.

Detailed Description:

Project Setup:

Assist project delivery team in setup and management of project files

Project Correspondence:

Coordinate the preparation of letters, agendas, meeting minutes, presentations and other complex and sometimes time sensitive documents, attention to accuracy, detail, and confidentiality
Review communications for grammar/spelling/format, transcribe type, produce meeting minutes, create transmittals and cover letters, file emails and key documents

Project Meetings:

Coordinate with project delivery team, subcontractors, suppliers and other project team members to set up meetings, reserve conference rooms, set up projectors and flipcharts, attend meetings, and take meeting minutes

Project Deliverables:

Manage the reproduction of deliverables including printing/photocopying multiple copies of documents (collating, binding and distributing), review deliverables for spelling/grammar/format, convert documents to PDFs

Project Closeout:

Collect materials for the project file, coordinate archiving of project with project delivery team and administrative staff

Miscellaneous Project Work:

Transport/deliver documentation as needed, track submittals, scan documents, download photos, data entry, create graphs/spreadsheets/tables, miscellaneous word processing and photocopying support, update equipment lists and design issues logs, maintain project calendars and schedules as needed
Work under tight deadlines and manage multiple assignments, prioritizing as deadlines and needs change
Problem Solving/Troubleshooting - Informs managers of important information, decisions, and deadlines throughout the day; Anticipates and manages related necessary organizational adjustments
Processing and re-prioritizing work as business needs change - Communicates and adjusts changes accordingly
Additional duties as needed.

Desired Skills and Experience:

High school diploma plus 5 to 8 years of experience in a professional office setting required; experience in project administration/coordination in the A&E and construction industry preferred
Experience in the construction management field (dealing with RFIs, change orders, and submittals) a plus
Candidate should be proficient in Microsoft Word, Excel, and Outlook;
Must be proactive, self-motivated, able to multi-task, prioritize, work both independently and in a team environment, and under deadline pressures
Candidate should be comfortable working directly with subcontractors, construction field staff and technical staff.
Good communication skills (written and verbal) are essential.
Candidate should be willing to work occasional over-time.
Valid driver’s license and good driving record

Salary Range: The anticipated starting pay range for this position is based on the employee’s primary work location and may be more or less depending upon skills, experience, and education. These ranges may be modified in the future.

Location A: $25.20/hr. - $35.50/hr.

You can view which BC location applies to you here. If you have any questions, please speak with your Recruiter.

Benefits and Other Compensation: We provide a comprehensive benefits package that promotes employee health, performance, and success which includes medical, dental, vision, short and long-term disability, life insurance, an employee assistance program, paid time off and parental leave, paid holidays, 401(k) retirement savings plan with employer match, performance-based bonus eligibility, employee referral bonuses, tuition reimbursement, pet insurance and long-term care insurance. Click here to see our full list of benefits.

About Brown and Caldwell Headquartered in Walnut Creek, California, Brown and Caldwell is a full-service environmental engineering and construction firm with 50 offices and 2,100 professionals across North America and the Pacific. For 75 years, we have created leading-edge environmental solutions for municipalities, private industry, and government agencies. We strive to be the company of choice—to our clients, who benefit from our passion for delivering exceptional quality, and to our employees, present and future, who share our commitment to client service, collaboration, and innovation. Join us, and you will find a home where you can do your best work, reach new levels of expertise, and enjoy exceptional development opportunities. For more information, visit www.brownandcaldwell.com

This position is subject to a pre-employment background check and a pre-employment drug test.

Notice to Third Party Agencies: Brown and Caldwell does not accept unsolicited resumes from recruiters or employment agencies. In the event a recruiter or agency submits a resume or candidate without a previously signed agreement and approved engagement request with Brown and Caldwell, Brown and Caldwell reserves the right to pursue and hire those candidate(s) without any financial obligation to the recruiter or agency.

Brown and Caldwell is proud to be an EEO/AAP Employer. Minorities/Women/Disabled and Protected Veterans are encouraged to apply. Brown and Caldwell ensures nondiscrimination in all programs and activities in accordance with Title VI of the Civil Rights Act of 1964.

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