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Construction Secretary Resume Samples
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0-5 years of experience
Daily coordination with County Officials, customers and employees. Assist Project Manager with meeting planning, scheduling as assigned.
- Maintained construction documentation, project plans and files.
- Prepared and submitted Sub-Contracts.
- Prepared bids and proposals for new construction projects, created covers for proposals, which resulted in multi-million dollar project awards.
- Reconcile invoices from subcontractors.
- Planned and scheduled events which involved county officials.
0-5 years of experience
- Provided administrative support for seven-person project management team responsible for the core and shell construction of downtown office tower (budget of $89 million)
- Initiated and processed monthly payment applications, developed monthly reports and tracked project
- Developed and maintained system for central files
- Coordinated activities between accounting, real estate and property management departments
- Promoted to Tenant Improvement Coordinator at completion of project
0-5 years of experience
Expedited and compiled documentation required by code for Michigan Dept. of Health and Fire Marshal inspections.
- Attended project meetings, recorded transcripts of discussion and required follow-up.
- Created and updated Excel spreadsheets.
- Accurately created and tracked Time & Material documents used for subcontractors to bill for work performed in addition to original contract.
- Analyzed AIA pay applications submitted by subcontractors; confirmed accuracy of numbers and inclusion of proper legal documentation.
- Composed correspondence and requests for quotes to subcontractors using Microsoft Mail Merge.
- Processed payroll for laborers.
- Accurately maintained Master Time Sheets for salaried personnel.
- Processed change orders, quote requests, directives, etc. using HBE’s database CMiC.
- Served as a professional and knowledgeable first point of contact; managed phone calls and visitors.
0-5 years of experience
- Calculated and expedited contractor and vendor invoices for all new store construction projects and aided Project Managers and the Construction manager in administrative responsibilities.
- Assisted the Construction Manager in setting up accounts with new General Contractors.
- Utilized SAP accounting software to aid in operations for associate training.
- Successfully consolidated and categorized the construction department files for more efficiency with every day tasks.
6-10 years of experience
- Provide quality office assistance to a borough office of six inspectors; construction, building, electric, plumbing, fire and housing; for borough community of 12000
- Accepted permit applications and fees for both new, renovation and minor construction projects
- Maintained data entry for proposed plans and collaboratively worked with inspector team to facilitate approval process
- Upon completion of review, issued permits to contractors/residents; providing inspection requirement lists that provided office clients with necessary conditions for work to proceed
- Managed schedule for office, maintaining meeting times and required appointments for all six inspectors
- Constantly reviewed active files and followed up with contractors to ensure compliance with set timelines
- Compiled & submitted monthly construction reports to the state
0-5 years of experience
Provided support to Project Managers and Real Estate Managers to ensure timely submission of project estimates.
- Planned and executed internal procedures and reporting to include General Contractor Database.
- Worked in a fast paced environment where a sense of urgency was a must.
- Support Maintenance Coordinators and Managers of Store Planning Department with correspondence, accounting procedures and travel arrangements.
- Screen internal and customer phone calls and redirect as appropriate.
0-5 years of experience
Maintained office supervision for 32 employees
- Maintained and implemented A/P, A/R, and collections, including, but not limited to AIA Billing, Subcontractor’s Pay Request
- Scheduled and supervised employees on coordinating jobs
- Scheduled all material delivery
- Scheduled all sand and concrete delivery and classified each job
- Coordinated appropriate equipment for each job site
- Maintained and calculated daily deposits
- Reconciled bank statements
0-5 years of experience
Supported the director and five project managers in all aspects of office administration
- Prepared and finalized budgets from data provided by project managers
- Composed and transcribed all department correspondence
- Maintained construction progress records assuring schedules were met and work was completed before payment approval
0-5 years of experience
Supported the director and five project managers in all aspects of office administration
- Prepared and finalized budgets from data provided by project managers
- Composed and transcribed all department correspondence
- Maintained construction progress records assuring schedules were met and work was completed before payment approval
0-5 years of experience
Assisted with preparation of Safety Manuals and Procedures
- Ensured Company Electrical Contractors State Licenses were in compliance in all states that company does business.
- Developed and standardized a hiring procedure form.
- Prepared superintendents monthly expense reports.
- Made out of state travel and lodging arrangements.
- Chairperson for The Gulf Coast Regional Blood Center coordinating /scheduling the yearly calendar for company blood drives.
0-5 years of experience
- Answered multi line phones, managed office equipment and inventory
- Organized and maintained files, schedules, and reports
- Managed shipping accounts, purchase orders and payroll
- Assisted superintendent, project manager and owners as needed
0-5 years of experience
Answered inquiries from persons entering establishment.
- Provided information regarding activities and location of departments, offices and employees within organization.
- Performed variety of clerical duties and other duties pertinent to pre-construction of single family homes.
- Received calls at establishment, determined nature of business and directed callers to destination.
- Structured and maintained a daily report for Construction Superintendents for County inspections.
0-5 years of experience
Prepared Subcontract Agreements, Purchase Orders, etc., for review by President and Project Manager
- Preparation of Bid Proposals to Owners
- Set up and file letters, contracts and all other miscellaneous correspondence
- Insuring Subcontractors have proper insurance certificates, written Fall Protection and Safety Programs in office and field, MSDS paperwork, all required license’s and all other requirements necessary for compliance
- Prepare permit paperwork for Permit Expeditor
- Closeout and warranty manuals with necessary paperwork and documentation of project end for Owner and Management Company
0-5 years of experience
Ensure the equipment and the facility is clean, well maintained and safe at all times
- Organized and dedicated with positive attitude
- Excellent written and oral interpersonal communication skills
- Perform multiple assignments under pressure and consistently meet deadlines
- Able to confront dissatisfied customers, settle them, and provide resolution
- Highly developed sense of integrity and commitment
0-5 years of experience
Document coordination, mailed and typed transmittals, and submitted building permit applications
- Kept accurate daily log of construction projects,
- Typed proposals including bidding documents
- Maintained accurate check system
- Answered telephone, greeted guests, scheduled meetings, and ordered office supplies
0-5 years of experience
General offices duties; answering multi-line telephone, filing, and all other duties as assigned
- Coordinate construction scheduling, communication and act as liaison between superintendents and subcontractors concerning bids, progress and delays
- Maintain daily BOSS schedules for two subdivisions; (breakdown all tasks to each home)
- Responsible for ordering all materials for each home ensuring accuracy and adhering to deadlines
- Apply for permits, schedule surveys and inspections for homes
- Process payroll time sheets and employment documents; maintain sick, annual leaves and other payroll records
- Code, invoice and submit draws for all subcontractors daily
- Maintain contracts, selections, change orders and other relevant documents for each home
0-5 years of experience
Located and attached appropriate file to correspondence to be answered by employer for work.
- Scheduled appointments for employer and homeowners for work.
- Responded to written and telephone requests.
- Coordinated the collection and preparation of operating reports.
- Computer experience in Microsoft Works, Word, and Quickbooks.
0-5 years of experience
Daily secretarial duties to immediate supervisor
- Maintenance of office files
- Enter and maintain QuickBooks accounts
- Presented permits to local city and county offices for electrical, water, etc, as well as assisted in preparing permits in the computer system within the city office
10+ years of experience
Answered heavy amounts of telephone calls and routed them accordingly
- Processed labor time sheets and expense reports for all field employees
- Prepared all certified payroll reports for municipal projects
- Prepared monthly construction reports and coordinated field personnel
0-5 years of experience
- Preparation and input of weekly contractor payroll for six subdivisions for Accounts Payable processing.
- Researched and processed all contractor inquiries regarding non-payment of invoices.
- Prepared weekly construction status reports for Sales and Construction Managers.
- Compiled and prepared reports for tracking budget variances on variable material items on a weekly basis.
- Assisted with testing and evaluation of prospective employees.
- Negotiated daily courier service contract for all Houston subdivision locations.
- Daily contact with Field Construction Managers on job status, contractor payroll inquiries, and meeting information.
- Coordinated participation in monthly Construction Manager Meetings.
6-10 years of experience
- Responsible for accounts payable – accounts receivable, job cost and payroll for four companies. All month end payroll reports both state and federal.
- Prepare Sworn Construction Statement, and waivers for bank draw and closings.
- Customer service – schedule customers with subcontractors regarding warrantee issues.
0-5 years of experience
Diary Management – maintaining the director’s diary and keeping him informed of appointments, meetings.
- Maintain holiday spreadsheet and weekly sickness/absentee spreadsheet.
- Create and maintain various production spreadsheets.
- Ensuring information is sent to the construction sites either by fax or post.
- Preparing information for board meetings
- Ordering of site supplies.
- Monitoring the director’s e mails and printing out and organizing for action, to read or requiring a signature.
- Dealing with telephone calls.
- Entering information on a weekly basis for a building production.
- Dealing with incoming and outgoing production CAD drawings.
0-5 years of experience
Created contracts and invoices using Microsoft office.
- Recorded all contract amounts and expenses in Timberline.
- Answered multi phone line.
- Customer service and general clerical duties.
- Transferred within company to Accounts Payable Clerk
- Timberline, Prolog, Quickbooks, JD Edwards, Xtuple, Lawson, Oracle, Advantx Scanning, AS/400, RLM, Quickbooks, Apparel Magic and All Microsoft Applications
6-10 years of experience
Support and interact with owners, architect, subcontractors, including, Payment Application, Architect Supplemental Instructions, Architect Proposal Request, Owner Contract, etc.
- Create, organized and update meeting minutes for project managers and/or project directors.
- Create subcontractors contract agreement, purchase order etc.
- Prepare client proposal as, lien releases, RFI’s, Submittal packages, bid packages and other documentation as required.
- Ensure of company’s safety rules are in compliance.
- Prepare incident/accident reports as needed. Coordinate OSHA Class
- Davis Bacon Act Compliance/Certify Payroll processor; organize and maintain confidential payroll records for Trade/Subcontractors and other employees, including review, processing, to ensure compliance with the government agency.
- Supervise, track and maintain project records (hard copy and digital copy), including, filing, screening incoming calls, scheduling of appointments/meetings, routing documents to the proper department, order/distribution blue prints, overnight shipment, etc.
- Extensive computer skills, proficient in Microsoft Office products. Strong multi-tasking skills
0-5 years of experience
Respond to incoming calls in a courteous and friendly manner
- Prepared contracts per customer specifications
- Prepared checks for purchase and supplies and ensured accuracy of financial record
- Maintained timesheet information for payroll
- Responded to customer complaints I a timely manner and helped to ensure satisfactory resolution
- Maintained a clean, organized office for operational efficiency
0-5 years of experience
- Responsible for ongoing procurement based on material estimates, supporting up to 20 projects concurrently on seasonal basis. Utilize established vendors and researched potential new supplies
- Prepare invoices and manage accounts receivable that include weekly, monthly, quarterly and time/materials payments. Verify accounts payable prior to payment. Compile timesheets, including vacation and overtime hours and generate reports for outside payroll preparation. Prepare reimbursement checks for employee out-of-pocket expenses.
- Collaborate on diverse projects with owner, president, vice president and field supervisor
6-10 years of experience
In charge all construction receptionist duties
- Handled all incoming calls using multi-lined telephone system in busy office setting
- Proficient in data entry, excel, dispatch, purchase orders and blue-staking
- Accurately oversaw and in charge of all office errands, office supplies and blue-print pick up
6-10 years of experience
Responsible for assisting 6 different project managers
- Handled data entry for all reports
- Processed invoices and updated the budget worksheets before all necessary deadlines
- Assisted in solving manager problems at Inns
- Handled all mailings and phone calls
- Worked alongside construction managers to process/file purchase orders
- Checked expense reports for quality control
- Point of contact for Project Field Superintendents
0-5 years of experience
Transportation & Construction
- Prepare & proof contracts, Scope of Work, Specifications and Addenda; Review & Log Architectural Drawings, Revisions & Bid documents; Prepare Master Contracts & Attachments, Amendments, Meeting Minutes Submittals, Close-Outs, RFI’s & RFP’s, change orders, scheduling, award documents
- Process Certificates, contractor/sub-contractor alert lists & low-bid schedule, lump-sum conversions; document items, materials & delivery tickets and maintain budget constraints; inspect all-phases of construction, assured that all products & services used, met original specifications; consistently met all implementation deadlines & benchmarks
- Prepares and reviews specifications, working with internal customers and vendors to secure full descriptions of items to be used as a basis for bids on commodities within assigned classifications; and corresponds with agency representatives and vendors regarding purchase requirements, delivery, and quality of merchandise
- Analyze internal and/or contractor requests for deviations from contract specifications and delivery schedules. Responsible for communicating business related issues or opportunities to next management level
- Responsible for ensuring personal and company compliance with all Federal, State, local and company regulations, policies and procedures for Health, Safety and Environmental compliance
- Work closely with Contractor, Engineer & Architect(s) on solving problems and challenging issues
- Maintain and distribute current contract plans and specifications; Confirm Contractor’s maintenance of record/shop drawings; Provide technical and engineering support to PM/CM; Coordinate with surveying, testing and inspection staff
- Oversee field coordination (under the direction of the PM/CM) with the Contractor, responding to field issues; Assist in the analysis and recommendations of field issues with the PM/CM staff
- Track, estimate and assist with negotiating change orders (up to $25K)
- Trained & implemented an e-mail procedure that streamlined division meeting management efforts using NetMeeting
0-5 years of experience
- Handle the main clerical duties for the office
- Write up Field Receiving Reports & Field Purchase Orders (including coding & pricing)
- Type weekly sub-contractor minutes and making copies for all attending weekly meeting
- Check Superintendent’s email and relay “high priority†emails to him via phone
- Maintain files for Subs & Invoices
0-5 years of experience
- tracking all materials purchased and verifying work completion on units
- tracking hours and monitoring overtime of workers
- maintained and coordinated maintenance request
0-5 years of experience
Assist all project managers with administrative duties
- Prepare all contracts, subcontracts, change orders and purchase orders
- Maintain all project records
- Prepare marketing packages
- Prepare bank deposits
- Create and maintain company database
- Create and maintain project files
- Maintain insurance records for company and subcontractors
0-5 years of experience
Coordinating projects, working with subcontractors, assisting project managers.
- Administrative Assistant to project managers
- Solicit vendors & subcontractors for bids.
- Prepare bid information, blueprints, etc.
- Coordinate bid information for projects.
- Working with Blue Prints for various commercial and residential projects.
- Construction Secretary
0-5 years of experience
- Clerical Work
- Answered phone calls
- Payroll
- Pulled building permits for new home construction
0-5 years of experience
Take messages from clients
- Answer telephone
- Schedule all appointments for job sites
- Maintain billing
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Construction Secretary
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.
