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Administrative Assistant (Commercial Construction) – Part Time

Position Overview

The Alys Beach Development and Commercial Construction Administrative Assistant will be responsible for providing administrative support services in a professional and efficient manner to the Development and Commercial Construction Department.

Job Responsibilities

  • Provide administrative support for the Development and Commercial Construction Department.
  • Answer office telephones, take messages and transfer calls in an efficient professional manner, greet visitors in a friendly manner, receive deliveries and perform other front desk responsibilities as required.
  • Fax, scan and copy a variety of documents.
  • File documents in an electronic format accurately and according to the office standards.
  • Produce and maintain a diverse range of documents in Microsoft Word, Microsoft Excel and Adobe.
  • Prepare a variety of Outlook emails and Outlook meeting invitations and maintain Outlook calendars for the department.
  • Assist in the tracking and logging of numerous documents.
  • Prepare subcontracts, change orders and purchase orders.
  • Assist in preparation of documentation for Florida Green Building Certification and for Fortified for Safer Living Certification.
  • Prepare contracts and change orders.
  • Knowledge and experience in accounts receivable and payables.
  • Track the status of Notice to Owner and Lien Waiver documents.
  • Prepare bid notices, bid lists and assist in the bid process.
  • Prepare agendas and record/transcribe meeting minutes for department meetings.
  • Purchase office supplies.
  • Call in inspections.
  • Coordinate department meetings and events.
  • Assist in making travel arrangements for conferences.
  • Maintain equipment maintenance logs.
  • Effectively communicate with team members, clients, and interdepartmental personnel.
  • Performs other administrative tasking as needed.
  • Experience in organizing and following up with construction close-out documents.
  • Knowledge and experience in organizing construction punch lists.

Job Requirements

  • Experience: 5 or more years in an advanced Administrative Position preferred.
  • High School diploma or equivalent.
  • College level classes in Interior Design required.  College degree not required.
  • Ability to read, write and speak the English language.
  • Five-year’s experience using Microsoft Office (including Word, Excel and Outlook) preferred.
  • Two-year’s previous work in a construction management environment required.
  • Previous experience in accounts receivable and payables required.
  • Previous experience in Interior Design preferred.
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