Project Assistant in Asheville, North Carolina at Barringer Construction

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Job Title: Administrative Assistant (Non-exempt)

Reports To: Market Leader or Project Executive

This position is ideal for an efficient, friendly, dependable teammate who will work in the office 30-40 hours per week, Monday through Friday. The ideal candidate is a service-oriented extrovert who is congenial with co-workers and visitors in the office as well as over the phone and contributes positively to company culture and project success.

In addition, this person enjoys supporting people, projects and office operations and thrives in a collaborative, construction environment.

Essential Duties & Responsibilities:

1. Provide general administrative support including data entry, correspondence, and travel/meeting logistics
2. General office support, keep spaces organized and support visitors
3. Order office supplies, kitchen supplies, stock kitchen
4. Start dishwasher in evening/empty in the morning
5. Help answer door/greet guests
6. Help with FedEx/UPS deliveries & check mail
7. Communicate with cleaners & building ownership to schedule maintenance
8. Notarize documents and bids as needed

For the Project Team:

1. File Notice of Contracts with courthouse
2. Apply for permits; then, track and distribute to project team
3. File for county business licenses
4. Set up projects in Procore
5. Send out various documents using DocuSign: subcontracts, owner contracts, change orders
6. Retrieve Temporary Certificate of Occupancy (TCO) & CO at the conclusion of each project
7. Prepare & distribute project closeout documents
8. Supporting Project Celebrations, groundbreakings, ribbon cuttings, topping out events

For Marketing & Business Development:

1. Help organize, enter and report on data for customer database (Unanet)
2. Help gather pictures/team news; schedule photography, coordinate project events
3. Meet monthly to understand areas needing administrative support
4. Order flowers, gifts, send cards to employees for celebrations/family matters
5. Arrange logistics for lunches, meetings, happy hours, volunteer opportunities, parties

For Employee Care & Safety:

1. Schedule employee reviews
2. Send calendar invites for safety events
3. Setup headshots for new employees
4. Manage/distribute PPE
5. Order apparel/swag/PPE
6. Plan Christmas party
7. Plan Family Day, Chili Cook-off, Employee get togethers and quarterly volunteering

Relationships

1. Collaborates closely with Project Managers, Superintendents, Project Executives, and other project team members.
2. Maintains professional working relationships with subcontractors, vendors, clients, consultants, and regulatory agencies.
3. Supports office leadership, business development personnel, HR, safety, and accounting teams.

Authority

1. Authorized to request, collect, and track project-related documentation from subcontractors, vendors, and external partners.
2. Authorized to make routine administrative decisions within established company procedures.
3. Responsible for coordinating documentation necessary to support project compliance, billing, and operational efficiency.

Qualifications: To perform this job successfully, an individual must have the following skills and traits: organized, strong communications skills, personable, optimistic, efficient, driven to improve procedures, ‘whatever it takes’ attitude. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.Must be proficient in Bluebeam or Adobe Acrobat, Microsoft Word, Microsoft Excel and Microsoft Outlook.Experience with using Procore is a plus.

Accountability: Ensures the accuracy, completeness, and timely processing of project and administrative documentation.

Maintains organized filing systems and project records.

Supports project teams by meeting deadlines and ensuring compliance requirements are satisfied.

Maintains confidentiality, professionalism, and accuracy in all communications and records.

Contributes to a positive office culture and efficient office operations.

Education and/or Experience: Experience in office management or being an administrative assistant is preferred. Minimum 3-5 years of administrative, office management, project coordination, or construction administration experience preferred.

Construction industry experience strongly preferred.

Experience with project documentation, permitting, AIA forms, invoicing, and closeout processes preferred.

Language Skills: Ability to speak, read, write, and type in proper English is mandatory. Ability to effectively present information and respond to questions from every employee, clients, customers, and the general public.

Reasoning Ability: Ability to solve problems and deal with a variety of customers, co-workers and subcontractors in a fast-paced work environment. Ability to multi-task and deliver requests with timely responses that meet or exceed expectations on the first attempt.

Physical Demands: While performing the duties of this job, the employee is regularly required to talk, hear, visually observe and move around the office. Must be able to move about freely in an office environment. Specific vision abilities required by this job include close vision to work on a computer and to read mail.

Work Environment: The employee will spend time in an office environment where professional dress and personal appearances are mandatory.

The policy of Barringer Construction is to approach recruiting, hiring, promotion, compensation and professional development practices without regard to race, religion, color, national origin, sex, age, creed, handicap, veteran status, sexual orientation or any other characteristic protected by law.

We are fully committed to the principles of equal employment. All employees are expected to participate in helping the Company maintain a climate that is free of workplace harassment and provides equal opportunity for all.

All forms of harassment by employees, vendors, visitors, customers, and clients are strictly prohibited and will not be tolerated. This includes sexual harassment and other forms of workplace harassment based upon an individual's sex, gender, race, religion, color, national origin, physical or mental disability, genetic information, marital status, age, sexual orientation, gender identity, AIDS/HIV status, military service, veteran status, or any other status protected by federal, state, or local laws.