Construction Administrative Assistant

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 Miami, 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 envir