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Construction Administrative Assistant Resume Samples
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0-5 years of experience
Administrator on behalf of general areas of operations that included customer/client reception, vendor liaison actions, accounting, contract management, human resources issues, and inventory control programs. Additionally responsible for accounts payable actions.
- Applied advanced critical thinking skills in a stressful working environment where multi-task skills were essential, and top performance levels were absolutely required.
- Ensured strict confidentiality regarding all business and client matters. Took minutes at executive meetings.
- Authored, maintained, and distributed a myriad of financial and production reports including cash flow reports, invoices, purchase orders, contracts, vendor, and job files.
- Ensured production agendas remained on track and within projected guidelines.
- Conducted research using internet and other resources in order to accommodate specific project needs.
- Provided Human Resource and payroll department backup as necessary.
0-5 years of experience
Worked in job site office and provided support for Director of Construction
- Created, managed and organized all file systems and folders; hard copy and on the computer
- Managed day-to-day operations for all construction sites
- Scheduled and managed jobsite safety meetings, management and organization of construction office
- Answered phones, and directed trades
- Organized site meetings with the trades, developed a good relationship with trades and the city building department
0-5 years of experience
West Virginia, Washington DC, North Carolina and South Carolina including an average of 20 projects at a time. (At times 3 Construction Managers.)
- Maintained /Reconciled budgets for site specific Accounts Payable through the use of Spending Ledger (Access Based Program) and Millennium (DOS based program).
- Prepared, Distributed and Tracked General Contractor Bid Invitations Packages and GC Bid Submissions.
- [company name] with and in place of Construction Manager. “Pop” visits for progress inspection of on-going Construction Projects with and in place Construction Manager.
- Monitored Construction Project Budgets recommending approval or denial of Work Orders, Change Orders, and General Contractor Draw payments.
- Tracked Construction Project Schedules, timely or un-timely completion of project status using MS Project.
- Point Of Contact for General Contractors, Sub-Contractors, Utility Providers, County/City/State Officials, Consultants, Architects, Civil Engineers, Vendors and Yum! Operations Teams for Construction Projects.
- Performed all general office duties and Operations meeting attendance.
0-5 years of experience
- Researched special projects and coordination with third parties.
- Ordered and coordinated delivery of material and equipment for nearly 60 new store projects, with less than 1% of project schedule disturbance due to delay.
- Responsible for quality control by tracking status of orders and scheduling equipment installs.
- Implemented Discount Vendor payment procedure to process payments for store equipment and material within net 10 day payment terms, which will result in hundreds of thousands of dollars in savings by year end.
- Served as liaison to Financial Accounting and Accounts Payable departments to track approved store budgets for soon to be 60 projects, as well as maintained construction cost totals using the JD Edwards AS-400 accounting program.
0-5 years of experience
Provided job site and administrative support for Director and employees.
- Created, managed and organized all file systems and folders.
- Managed day-to-day operations for all construction sites.
- Scheduled and managed current and upcoming projects.
- Managed billing and collections for all project.
6-10 years of experience
Assist Project Managers in administrative of projects from contract signing to final reporting
- Expedition 8.7, project tracking software for Change Orders, Change Proposal Requests, Requests for Information, Contracts, Payment Applications, and Submittal Packages
- Prepared, reviewed required documents for signatures and accuracy using State Construction
- Interacted with A/E Project Observer, General Contractor, and Project Manager to ensure
- Close-Out of Project: Collect, assemble and submit all required project data for Owner and/or
0-5 years of experience
Handled administrative duties for construction managers pertaining to Medical Office Tenant
Improvements.
- Executed bi-weekly reports on all projects. Reports included job status from choosing sub- contractors, typing up ITB, scheduling walk-throughs, awarding jobs to low bidders,
- Worked with Leasing to start the processing of each new job.
- Turned in all invoicing for proper close out of each job.
- Worked with accounting department to complete all monthly reports and accruals.
- Performed a diverse range of executive duties for the construction managers including:
0-5 years of experience
Transcribed and created construction completion lists, punch lists and Quality Control lists for trades to complete
- Supported Project Manager, Superintendent, Project Engineer and Assistant Supers
- Created and maintained the filing system for correspondence and list maintenance
- Assisted in general office duties
0-5 years of experience
Overseen Daily Schedules for 100 Field Installers, Pulled Permits for all Jobs / Scheduled Inspections
- Coordinated Safety Meetings & Demonstrations, Actively Involved with all Safety Related Aspects
- Coordinated / Scheduled Appointments with General Contractors & Homeowners
- Job Cost History & Job Summary Details; Implemented Scanning and Scanning Blue Prints
- Maintained Computerized Job Folders for Project Manager, Superintendents
- Created & Submitted Submittals for New Jobs / Getting them Approved
- Created finishing documents such as O & M’s, Balancing Reports, & As-Built Drawings
- Supervised Maintenance of the Fleet of Vehicles; Company Cellular Phone Coordinator
- Retail Labor Tracking / Overage Reports / Internal Service Warranty Billing
- Internal Service Warranty Billing for Commercial
0-5 years of experience
I worked from my home office assisting my husband in his home improvement business.
- Created, managed and organized all files and folders; hard copy and on the computer. Managed day-to-day operation, maintained daily interactions with clients.
- Walked the sites and managed the supplies needed for job completion, completed customer invoices and arranged meetings with clients as needed.
- Greeted clients, answered phone calls, checked voicemail, screened e-mails, prepared invoices, tracked customer billing and payments.
6-10 years of experience
Executed permits, answered phones, attended weekly subcontractor meetings and kept minutes.
- Processed revisions, picked up COs, processed work orders, Updated OSHA logs, scheduled sub-subcontractors.
- Assembled closing kits, processed all faxes, ran errands.
- Scheduled framing orientation and homeowner orientations.
0-5 years of experience
Weekly and monthly quantities, man-hours, equipment and subcontractor reports
- Prepared proposals and bids for new projects
- Managed monthly billing for all jobs, process and track payments to Subcontractors
- Interact with PennDot on State and Federal jobs
- Create Profile for all new jobs and prepare work orders and quantity books for foreman
- Worked with insurance companies for bid, payment and performance bonds
- Completed jobs and tracked all expenses and accounts receivable
0-5 years of experience
Worked with General Contractor to estimate projects and develop proposals.
- Developed reminders to managers on appointments and project deadlines.
- Demonstrated ability to handle multiple tasks simultaneously.
- Detail all the materials necessary for the contract to achieve specification.
- Verified field measurements of survey team for final designs.
0-5 years of experience
Acquired, tracked, verified, and filed all construction and contractor invoices for each property
- Attain and regularly verify contractor contact information and license numbers
- Search for prospective contractors and/or field employees
- Worked closely with city building and planning officers to resolve any liens and/or code violations
- Acted as a Liaison between occupying tenants and new owners during eviction process
- Assisted accountants with any property utility billing issues
- Assisted owners with any legal property matters
- Managed and maintained all company and private vehicles
- Managed the property spreadsheet and property bulletin boards to ensure all updated property information was correctly reflected
- Updated property spreadsheets with access information and special instructions for real estate agents
- Arranged, edited and uploaded new property pictures on the Multiple Listing Service
0-5 years of experience
Received project submittals and RFI’s and sent them to be completed by project manager
- Coordinated computerized appointment calendars for staff of two hundred
- Typing, revising such as correspondence, reports, records, forms, and meeting minutes
- Proofreads and edits document for grammar, spelling, punctuation, and format.
0-5 years of experience
- Preparation and coordination of each individual project – consisted of customer contracts and lists of materials necessary for each job. Maintaining appointment calendars for HVAC technicians responsible for installations and service calls
- Use of database to calculate time spent, service charges, and materials utilized in a project
- Coordination of all commercial projects: review of contract, requesting performance/payment bonds when bids are awarded and complete, submittal of permits from vendors, and submission of payment applications
- Requesting of vendor pricing for commercial projects to determine plans, specifications, and total costs for each project
- Maintained vendor invoicing in company’s accounting system
0-5 years of experience
Processed accounts receivables, created invoices for billing, AIA documentation
- Balanced general ledgers, daily and monthly bank reconciliation
- Collections, bookkeeping duties, data entry of equipment and job costs
- Worked on site at $15 million project handling all day to day activities with subcontractors
6-10 years of experience
Responsible for the bidding process for all projects.
- Took care of the Construction Administrators and Sr. Project Managers all of their correspondence, review and process submittals and close out
- Type legal specifications for numerous architectural projects; as well as reports and proposals.
- Manage full-office filing systems.
- Created and managed RFI, Submittal and Change Order logs for all of my
- Create AIA documents, addressing changes in project budgets and following through with appropriate letters of notification.
- Responsible for reviewing all submittals on my project.
- Answered multi-phones lines, open and distributed mail, UPS & Fed Ex.
0-5 years of experience
Processed and distributed submittals for healthcare, education, hotel and stadium projects utilizing construction specification system. Redlined drawings and product data.
- Marketing – Responded to RFQ’s/RFP’s, preparing individualized proposals to meet stringent deadlines.
- Business development assistance – Researched new target markets and prepared personalized marketing tools.
- Receptionist coverage
0-5 years of experience
Handle daily administrative duties such as copying, faxing, sorting mail, running errands, other duties such as directing and/or coordinating activities related to project construction contract administration, including drawings process, composing memo field observations, reports, change orders and pay requests.
- Supported 2 construction managers and 17 project administrators
- Other related activities include: Development and improvement of the contract administration process with emphasis on efficiency, quality assurance, and rapid project close-out.
- Accumulates, evaluates and presents feedback information related to necessary changes in construction documents.
- Participates in various project status meetings. Conducts on-site observations and prepares reports and resolves construction administration problems for larger projects.
- Coordinates with the architecture/engineering team to ensure project completion is in compliance with contract documents and applicable codes.
- Reviews project drawings, bonds and other post-construction submittals for approval.
- Create special custom reports for projects using MS Excel, MS Word, and MS PowerPoint for presentation.
- Assembles and verifies construction change order information for approval. Other duties I perform are maintaining land purchasing process school sites, this entail interacting with vendors requesting proposals for surveying land and geotechnical studies, as well as monitoring and updating the gathered data into the master data base.
- All FCS land files are maintained under my watch. Coordinate the management of the building permit tracking data base, by requesting active information from the project administrators and placing the information into data base.
- Create all monthly status report and construction presentation for under management and for FCS Board. I coordinate and update the COPS binder along with working with the planning group to update the Local Facilities Plan data to the MS Access data file (to be submitted to the GDOE for funding approval).
0-5 years of experience
Assisted in setting up new contracts, subcontracts and purchase orders.
- Assisted in performing typing for construction staff such as correspondence, project subcontracts, etc.
- Performed Contract invoices, and job billing
- Maintained project timelines
- Handled confidential information
- Assisted in attending pre-bid meetings/conference calls when requested by owner.
0-5 years of experience
Answered and directed all incoming calls.
- Processed payroll on a weekly basis.
- Responsible for submitting and retrieving RFI’s and submittals.
- Organized and maintained all bids, building permits and testing results
- Responsible for purchasing construction materials and running errands.
0-5 years of experience
- Received project submittals and RFI’s and sent them to be completed by project manager
- Coordinated computerized appointment calendars
- Typing and revising reports, records, forms, and meeting minutes
- Proofread and edit specification documents for grammar, spelling, punctuation, and format.
- Coordinated business travel
- Prepared and submitted expense reports
6-10 years of experience
Assist construction project managers in the day-to-day processes involved in managing multi-million dollar contracts including, but not limited to:
- Provide clerical support to construction project managers in a fast-paced environment.
- Perform basic clerical duties including filing, answering and directing phone calls, typing correspondence using micro cassette transcriber to communicate with vendors and General Contractors, and creating Excel spreadsheets to compile information.
- Deal directly with vendors purchasing material for construction projects, process material invoices for payment, and process payment applications from subcontractors, complete AIA monthly progress billings and supporting paperwork for contractors.
- Assist project managers with start-up and close-out documents for projects including reviewing contracts to assess job requirements, putting together Operation & Maintenance Manuals, typing warranty letters, etc.
0-5 years of experience
Solicited and accepted Trade Partner bids
- Prepared bid comparison analysis for Purchasing Manager’s review
- Created and maintained Trade Partner contracts, files, change orders and price adjustments
- Forwarded tract maps, addresses and prelien information upon request
- Heavy data entry, typed correspondence and performed all general office responsibilities.
- Coded and entered subcontractor invoices for weekly check run
- Tracked preliminary notices releases and joint check logs
- Provided administrative assistance to VP of Construction
0-5 years of experience
- Oversaw day-to-day activities of the Construction Managers & cross-train Customer Service.
- Created and maintained community product specifications, available selections and option pricing.
- Set up and maintained weekly construction building reports for all building
- Generated purchase agreements and pay vouchers from the internal system.
- Ordered and verified current revision dates on plans for all starts to be distributed in the start package.
- Prepared and distributed start packages for the field and office weekly. Prepare and distribute construction start requests for starts.
- Maintained current files on all labor bids, contract information, material pricing, and product information.
- Provided Customer support for new home owners for all active communities.
0-5 years of experience
Contributed to the kick-off of 4G wireless project
- Created overall program tracker for future projections for the project, as well as to show the weekly progress of the project to the client
- Quality control and verifying of the integrity of product going to the client
- Delegation of work to vendors
- Usage of FTP server to send and receive information
10+ years of experience
File onsite project development reports
- Maintain project details for the organization
- Manage the organization’s documents by drafting, authorizing, copying, scanning and mailing
- Maintain on-site accounts by keeping track of the incomes and expenses
- Assist the project manager in managing the construction site activities
- Analyze contractor payroll structure and design processes for effective conversion, including reporting, time clock interfaces, and accounting systems.
- Write reports on every job and submit to engineers and project managers daily for their review
0-5 years of experience
- Prepared and Maintained all vendor contracts using AIA document software;
- Received executed contracts and maintained sub-contract files for each job;
- Prepared, maintained spreadsheets in Excel to track pertinent documents needed from sub contractors;
- Responsible for ensuring receipt of W-9’s, Certificates of Insurance and Executed Contracts from sub-contractors
- Prepared and maintained in MasterBuilder and all change orders (owner and sub-contractor) and purchase orders;
- Entered all contracts, purchase orders and change orders into SAGE and MasterBuilder
- Prepared all information for superintendants for jobs, drawing indexes, construction schedules and scheduled travel arrangements;
- Point of contact for sub-contractors for their contracts, W-9’s, AIA Documents, Lien Waivers and Certificates of Insurance;
- Entered and verified coding on invoices and payables for payment using SAGE.
6-10 years of experience
Part time position held simultaneously with above job reference.
- Assisted in start up of BCS Concrete Structures.
- Helped executive roll out workplace initiatives, as well as administrate daily affairs.
- Common job requirements included: sorting mail, answering phones, taking messages and following up with customers.
- Organized meetings, arranged travel, managed records and monitored expenses.
- Traditional office duties were required: such as filing, copying, scanning, ordering supplies and overseeing supply reordering, were also preformed.
- Assisted with payroll.
- Position required independent judgment and keen decision-making skills.
- Assisted in helping to ensure that project contracts and bids were completed and filed on time.
- Responsible for coordinating activities, such as workshops and meetings, off the job site.
0-5 years of experience
Assist in preparation of documents such as cost impact notice, cost proposals, request for proposals, spreadsheets, RFIs, Change Orders and Supplier Requisition payments.
- Coordinate with Project Management and subcontractors to obtain final cost for proposals.
- Handle confidential information.
- Prepare and distribute monthly Deduction Log to Government and subcontractors using Latista Construction Management program.
0-5 years of experience
- Daily link between sales, construction superintendents, crews, and sub-contractors via email, fax, and phone
- Organized buyer and contract information per subdivision or building lot, electronically and manually
- Tracked progress of permit and foundation phases releasing buyer information in a timely manner to meet construction deadlines
- Dispatched all changes from buyer/sales to appropriate superintendents and sub-contractors
0-5 years of experience
- Assisted in setting up new contracts, subcontracts and purchase orders.
- Performed project setup and maintenance in Sharepoint.
- Assisted in performing typing for construction staff such as correspondence, project subcontracts, etc.
- Performed contract invoices (AIA Form) and job billing.
- Setup and maintained project field offices.
- Managed the construction project contracts and related documents.
- Maintained project budgets and timelines.
- Assisted in performing job cost analysis and reporting.
0-5 years of experience
Provide administrative duties to Executive Vice President
- Administrator of all contracts, change orders, work orders and
- Code and enter job invoices into Timberline Systems
- Maintained Certificate of Insurance files.
6-10 years of experience
Accounts Payable and Receivable
- Processed invoices for payment, vendor maintenance, filing
- Processed invoices for our company to pay, customer maintenance, filing
- Processed OSHA and EMSA forms
- Transported employees to the various doctors and hospitals
- Dressed smaller wounds and processed all safety paperwork
- Processed and verified employee’s eligibility to enter a secure facility
- Maintained and updated employee files for insurance, garnishments, 401K, and taxes
- Entered timesheets, verified reports and processed checks for 500+
- Brass system utilized- brass employees in in the morning and out in the evening
0-5 years of experience
- Daily responsibilities included answering incoming phone calls, greeting visitors and assisting the President and Project Managers with their daily tasks as well as processing all incoming and/or outgoing mail.
- Typed all company agreement documentation and correspondences in addition to maintaining an organized filing system.
- Advanced to the role of Accounts Payable Clerk to handle the review, work-up, and routing of all company invoices to the Project Managers and President for payment approval.
- Following approval of invoices; input all data into Sage Timberline accounting software, run reports as needed for company budgets, print checks, and prepare bank money transfers.
0-5 years of experience
Construction Administrative Assistant
- Reconcile Purchase Orders
- Coordinate construction and maintenance jobs with sub contractors
- Set up new surveys for construction
- Set up new customer account numbers
- Work with Sales and Credit to coordinate proper security measures
- Receive Contractor Purchase Orders
0-5 years of experience
- Responsible for all General office duties: Answer multi line phone, scanning, faxing, emailing correspondence to corporate office and subcontractors.
- Maintained weekly meeting minutes, General Manager Calendar, and important project logs
- Personal and business travel arrangements for subcontractors and General Managers.
0-5 years of experience
Answer, direct, and take messages as needed for all incoming telephone calls.
- Open and distribute all mail, process outgoing for same.
- Order general supplies.
- Greet and assist visitors and employees.
- Create and maintain construction files.
0-5 years of experience
- Tracked daily coils using Excel spreadsheet.
- Walked units daily to ensure customer satisfaction.
- Ordered/pick-up Supplies
- Invoice Daily
- Weekly Payroll
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Construction Administrative Assistant
Last edited by: Gabriela Barcenas, CONTENT STRATEGIST -
Gabriela Barcenas
CONTENT STRATEGISTGabriela is a Certified Professional Resume Writer (CPRW) and career adviser. With 10 years of digital media experience and five years of resume writing expertise, her publication history includes fashion, education, travel, social justice, equitable design and career advice.
