Job Description Position Purpose:
To complete a variety of specialized duties that support the operation of the Construction department in the Seattle Division. The duties of the Construction Admin focus on tasks and/work that are unique to the department.
Key Responsibilities include, but are not limited to:
- Provides general administrative support to the Construction Manager, Project Managers, and possibly Maintenance Manager and Maintenance Specialists.
- Creates contracts and purchase orders based off bids and proposals. Maintains the construction files for contracts and reconciles incoming change orders and invoices in preparation for payment submission while ensuring purchase orders are balanced.
- Collects various documents for onboarding new suppliers. Enters data into Vendor Maintenance system to enable for purchasing against.
- Maintains complex records related to Construction, Maintenance, and repair work which includes collection of monthly lien waivers from contractors.
- Responds to inquiries in area of responsibility including routine correspondence to service providers (e.g. warranty letters, check requests, requisitions, contract payments etc.)
- Collects and updates data and information and provides reports and basic analysis for the Construction Managers and Department. Checks information for accuracy.
- Answers department phones as needed and routes to appropriate area.
- Review information/data and makes decisions within very defined guidelines, parameters, and instruction.
- Examines and prioritizes documents to determine work to be completed or the best course of action.
- Sorts, files, and maintains invoices, receipts, contracts, or other special department documents.
- Creates and maintains unit documents such as ledgers, financial records, service information, emergency contact information, vendor insurance files, procedure manuals, etc.
- Acts as a resource to staff in work group and performs other related functions and duties as assigned.
KNOWLEDGE AND EXPERIENCE: - Education Level: High school graduate with some college or related technical school desirable.
- Experience Level: 5+ years' experience as an Administrative Asst. or Department Specialist, preferably in a related department such as Maintenance, Construction or Real Estate is desired. Skills and Experiences:
- Strong written and verbal communication skills.
- Strong computer skills including Word, Excel, Outlook, and PowerPoint
- Be detail oriented, ability to organize, and strong analytical and accounting skills for reconciliation of complex payment files.
- Familiarity with Company systems (Oracle, SharePoint, Teams, QuickBase, etc.) is preferred.
PAY TRANSPARENCY The pay range is $23.08 to $34.62 per hour, but no less than the local minimum wage. Starting rates will vary based on things like location, experience, qualifications. Dependent on length of service, hours worked benefits include medical, dental, vision, disability and life insurance, sick pay (accrued based on hours worked), PTO/Vacation pay (accrued based on hours worked), paid holidays (between 7-9 days annually), bereavement pay, and retirement benefits (pension and/or 401k eligibility)."
PHYSICAL ENVIRONMENT: - Most work is performed in a temperature-controlled office environment.
- Incumbents may sit for long periods of time at a desk or computer terminal.
- Incumbents may use calculators, keyboards, telephone, and other office equipment in the course of a normal workday.
- Stooping, bending, twisting, and reaching may be required in completion of job duties.
Closing Date: March 27, 2025