Construction Administrative Assistant

2 weeks ago(12/4/2017 5:12 PM)
Job ID
# of Openings
Construction Services


The successful candidate must possess the ability to support the managers of the Construction team as well as other Prescient staff. The incumbent must be dynamic, flexible, innovative and team oriented to support multiple leaders and projects. This will entail balancing changing needs and priorities.  This position requires strict adherence to confidentiality and the maintenance of confidential information.


  • Manage travel and expense with supporting documentation 
  • Schedule and manage meetings / events and conference calls / Schedule and control appointments, resolve scheduling conflicts as required. Including arranging catering for meetings / events
  • Evaluate all projects and ensure compliance to all budgets for contract services and coordinate with project manager to review all projects and maintain estimates and track all invoices and work orders.
  • Consolidate invoices, and prepare and process invoices for payment for approval
  • Format and edit reports, letters and tables, and prepare PowerPoint presentations and other confidential materials
  • Review all documents, reports, and correspondence prepared for executive signatures for format, content, grammar, spelling and make edits as necessary, prior to posting / communicating – also requires coordination with other
  • Transcribe meeting notes as required
  • Mail/FedEx coordination/distribution
  • Purchase card reconciliation
  • Provide backup assistance in other administrative tasks as needed
  • Contract Management (Agencies / consultants all non-HR related)
  • Other administrative responsibilities as required
  • Managing projects with strong attention to detail
  • Document all construction activities and evaluate and monitor progress of all projects and maintain records for all construction procedures.
  • Collaborate with design engineer and gather and evaluate all change orders and maintain records.
  • Ensure compliance to all company safety requirements and monitor all projects from conceptualization to implementation and prepare reports for same and evaluate punch list for all project close out.


  • Demonstrated experience dealing with confidential and proprietary information
  • Proficiency utilizing general office equipment
  • Ability to exercise sound Judgement, superior organizational and multitasking skills, resourceful, flexible, prioritization skills / adaptable to changing priorities, Self-motivated and ability to take initiative to get the task done.
  • Ability to work under pressure and meet deadlines
  • Analytical and problem solving skills
  • Ability to coordinate meetings and functions
  • Excellent Oral and written communication
  • Desire to grow within the organization

Requirements: Required Education and Experience

  • Advanced technical computer skills with Microsoft office suite, PowerPoint, Excel, and Word as well as knowledgeable with internet and other Social media
  • Minimum: 3+ years of construction administrative experience

Equal Employment Opportunity and Unlawful Harassment


Prescient is dedicated to the principles of equal employment opportunity.  We prohibit unlawful discrimination against applicants or employees on the basis of age 40 and over, race, sex, color, religion, national origin, disability, military status, genetic information, or any other status protected by applicable state or local law.


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