Administrative Assistant

Responsibilities:

1. Managing the creation and upkeep of design and construction records, which include correspondence, agreements, design documents, submittals, contract changes, daily reports, proposal requests, and payment applications, in alignment with the overarching document control system.
2. Gathering statistics & general data to prepare reports for both internal & external use.
3. Reminding project staff of timesheet submittals and maintaining staff time-off schedule.
4. Reviewing time reports to verify accuracy of hours worked and corresponding project charges. Following up to ensure timely processing of corrections.
5. Tracking paid-time-off hours charged and maintaining schedule of future hours to be taken.
6. Creating & maintaining employee directory and related data pertaining to employees assigned to the project including company resumes.
7. Receiving, sorting, and distributing mail. Answering the telephone, taking and relaying messages in a timely manner.
8. Arranging meetings, recording accurate meeting minutes, and distributing them to the project team.