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.