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.
I'm interested in:
  • General Newsletter
  • Real Estate Listings
  • Vacation Properties
  • The Alys Gazette
  • Events
  • Construction
  • Wellness

By submitting your personal information, you acknowledge that Alys Beach will collect and process your information in accordance with its Privacy Policy, including the categories and purposes of use for such information as described here.