Job Description

Position Summary

The Preconstruction Administrative Assistant - Costco is responsible for providing administrative support to the Preconstruction Services Department in the early phases of project acquisition and holds a highly supportive role within the department and is instrumental in keeping the department organized and on schedule. This position will be responsible to assist the Business Development Team with setting up new projects, distributing documents, saving information, and maintaining accurate records.

Reasonable Accommodations Statement

To accomplish this job successfully, an individual must be able to perform, with or without reasonable accommodation, each essential function satisfactorily. Reasonable accommodations may be made to help enable qualified individuals with disabilities to perform the essential functions.

Essential Functions

Safety Responsibilities

• Prioritizes safety as the utmost importance, even before production, and promotes a team culture that makes safety the primary focus for all employees at all times.
• Adheres to safety procedures in accordance with OSHA safety policies and regulations.

Strategic Responsibilities :

• Fully understands and shares a passion for the Company's Core Values, vision, mission, and objectives.
• Builds and maintains strong relationships as trusted advisors to our clients.

Bid Assistance

• Requests job numbers from the Accounting Team.
• Uploads and downloads construction documents from Architects and Consultants.
• Uploads or sends requests to Planroom to upload plans into Autodesk Construction Cloud.

Sage

• Acquires basic knowledge of how to use all modules/sections in the program, and how they function both independently and collectively.
• Creates projects in Sage CPC as needed.
• Adds members and sets user permissions.
• Enters commitments and contracts as needed.

Smartsheet

• Enters and maintains project profile information.
• Create new Smartsheets, reports, and dashboards as needed.

Contracts

• Submits subcontractor Certificates of Insurance to our Contracts Risk Management Team through Sage Paperless.
• Assists estimator in writing contracts, including all necessary documentation.
• Sends contracts out for signature through DocuSign.
• Saves fully executed contracts in Citrix and Autodesk Construction Cloud.

Administration

• Requests project numbers.
• Sets up projects in Autodesk Construction Cloud and Sage.
• Keeps track of client PO statuses and enter them into tracking sheets.
• Tracks status of contracts from draft to fully executed prior to handoff.
• Performs general office duties such as maintain records, manually and digitally filing documents, and basic bookkeeping work.
• Files and retrieves corporate documents, records, and reports.
• Opens, sorts, and distributes incoming correspondence according to established department SOPs.
• Provides our clients and our co-workers with the highest level of service and quality.
• Performs any special projects as directed by management.
• Runs department errands.

Skills and Abilities

High school graduate or equivalent

3 years of experience in administrative support, preferably with contract execution/tracking, estimating, takeoff software, Autodesk Construction Cloud, and Smartsheets preferred.

Possess strong computer skills; proficient with Microsoft Word, Excel, PowerPoint, and Outlook. Type 45 words per minute.

Must be able to receive instruction and supervision. Ability to work on multiple projects simultaneously; prioritizing/multitasking in order to complete a high volume of work.

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