Construction - Administrative Assistant

PURPOSE OF THE JOB
The position of Administrative Assistant is responsible for providing clerical/administrative support to the Vice President of Construction for all apartment renovations and capital projects.

SCHEDULE
The usual work hours for this job position are weekdays, 7:30 am to 4:00 pm, but will, on occasion, include some evening and weekend hours, working more than eight hours in a day and working at a time not previously scheduled.

DUTIES/RESPONSIBILITIES
1. Receive, log and route construction invoices for approval by the Vice President of Construction or others as requested. Review invoices for mathematical accuracy, supporting documentation, content, and consistency.
2. Verify the monthly general ledgers for construction.
3. Verify contractor pay applications for apartment renovations and all other capital projects
4. Scan all apartment renovation and capital projects invoices/pay applications in a timely manner in the appropriate location on the G drive.
5. Maintain all project documents including owner & miscellaneous correspondence; contractor and architect proposals & contracts; drawings & permit plans; scope of selections, finishes and build out details; invoices and pay applications; and warranties & close out documents
6. Maintain all architectural, engineering consulting, construction and vendor contracts, as well as amendments, addendums, bulletins and change orders to contracts. File and distribute, as directed.
7. Participate as a team member in the apartment renovation process including ordering asbestos testing; ordering/receiving/inspecting appliances; ordering/inspecting roller shades; inspecting window tinting; ordering installation of new lock sets or rekeying/assure keys work/distributing keys.
8. Perform clerical duties, prepare reports or provide data for the Vice President of Facilities when requested
9. Respond to requests from residents, staff, contractors, vendors and architect and engineering consultants
10. Attend and participate in workshops, seminars, and mandatory in-services as approved or required.
11. Maintain work area, equipment and supplies in a clean, sanitary and organized manner. Ensure that work areas are neat and confidential materials are properly stored before leaving area on breaks, end of work day, etc.
12. Work safely; complying at all times with Plymouth Harbor safety standards.
13. Discharge properly such other responsibilities and duties as the Vice President of Facilities may direct.

QUALIFICATIONS
Education:
• High school diploma or equivalent.
• Training in bookkeeping or applicable experience.
Experience:
• Must have at least three years’ experience as administrative assistant or similar in the construction industry.
General:
• Must have excellent organizational skills.
• Must be a detail-oriented person and be able to perform duties with great accuracy on a daily basis.
• Must have good communication skills; writing, speaking, and listening.
• Must be fluent in English.
• Must be proficient with Microsoft Office programs including Outlook, Word, Excel and Quick Book; MicroMain work order programs; and with the ability to learn and use proprietary software as required.

SUPERVISORY RESPONSIBILITY
This position has no supervisory responsibilities.

CERTIFICATES/LICENSES/REGISTRATIONS
• This position does not require any certificates/licenses/registrations.

PERSONAL REQUIREMENTS
• Support Plymouth Harbor’s mission, striving daily to ensure the best possible outcomes for the health and well-being of residents and staff.
• Maintain high personal standards for performance and encourage others to do the same.
• Must be able to get along with others and work as a team player.
• Maintain confidentiality in all Plymouth Harbor, resident, and team member matters.
• Use good judgement and make independent decisions when circumstances warrant such action.
• Work harmoniously with all persons residing in, employed by, or associated with, the organization.
• Be able to relate to and work with ill, disabled, elderly, emotionally upset, and at times hostile people.
• Wear Plymouth Harbor team member i.d. badge at all times when on duty.
• Abide by the dress and grooming guidelines established for the department and possess good personal hygiene habits.

PHYSICAL REQUIREMENTS
• Must possess fully functioning sense of sight/hearing or use prosthetics that will enable these senses to function adequately in order to do the job.
• Must be able to sit, stand, walk and move throughout the workday (lifting, carrying, bending, squatting, reaching, kneeling, pushing, pulling, twisting) using good body mechanics.
• Must be able to lift