Administrative Assistant

Asbell Companies is seeking a qualified Administrative Assistant to work within our Estimating department. This position performs a variety of administrative tasks for the Vice President of Operations. The assistant interfaces with estimators, project managers, department heads and division personnel on a regular basis and completes all the requirements of bid forms and proposals while ensuring accuracy and timely delivery. The assistant coordinates and maintains calendars for the estimating department, coordinates meetings, prepares conference rooms and is responsible for transcribing and distributing meeting minutes on a weekly basis. This position will also perform other related back-up administrative duties as assigned.

Essential Functions:

• Prepares correspondence or outgoing documents and is responsible for incoming plans, specifications, various design documents, faxes and memoranda, sorting and prioritizing materials for examination.

• Prepares and maintains files on all appropriate data, including downloading project specs and setting up file folders for each project on shared drives and various estimating software.

• Places orders for project plans and specifications with reprographic companies and sub distribution.

• Prepare bid documents for submission with the appropriate signatures, notary seals, and insurance quotes for estimators with the proper documentation and attachments.

• Preparation and distribution of bid proposals, GMPs, Lump Sum and negotiation bid packages including scope of work, addendums, and memorandums.

• Assist in organization of new bid call lists and contacting subcontractors to solicit bids.

Other tasks may include time entry, communication and documentation with bonding company and various administrative tasks.

Qualifications:

• High school diploma or GED Equivalent

• 2 years of construction experience preferred

• Prior experience as an estimating administrative assistant is preferred but not required

• Effectively communicates with estimators, division personnel, subcontractors.

• Excellent analytical and problem-solving skills

• Proficient in Microsoft Office and Windows 8 (or above)

• Familiar with various file types (ACAD, sketches, Bluebeam, tif)

• Experience with Isqft, Vista, CostX software(s) is preferred

• Notary license preferred but not required

Physical Demands/Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• While performing the duties of this job, the employee is frequently required to talk and hear.

• The employee is occasionally required to sit, stand, walk, use hands and fingers, and reach with hands and arms.

• The employee must occasionally lift and/or move up to 20 lbs.

Work Environment/Conditions:

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Benefits:

• Health, Dental & Vision Insurance

• Company Paid Life Insurance

• 401(k) Retirement with match

• Paid time off, including personal paid time off

• Holiday pay

EOE M/F/D/V

The company reserves the right to modify, interpret, or apply this job description in any way the company desires. This job description in no way implies that these are the only duties, including essential duties, to be performed by the employee occupying this position. This job description is not an employment contract, implied or otherwise. The employment relationship remains "at-will." Qualified employees who, because of a physical or mental impairment that significantly limits a major life activity, require a reasonable accommodation to perform the essential functions of this position should notify their manager or human resources.