Administrative Office Support – Construction

Alys Beach Construction is looking for an entry level position in a very busy construction office. This position will support a team of project managers. The individual will be required to demonstrate initiative and work as an enthusiastic, courteous, professional, polite manner in accordance with the construction office policy and procedures.

Job Responsibilities

  • Greet valued guests, homeowners, contractors, and co-workers in a friendly, warm manner
  • Answer and direct phone calls in an efficient and professional manner
  • Utilize communication platforms including but not limited to Outlook, Teams, OneDrive/SharePoint, Docusign, Buildertrend and phone system.
  • Provide support for warranty department with preparing punch list forms and entering data into BuilderTrend.
  • Provide support for estimating by tracking bids, sending plans for printing, delivering/picking up permits and sending bid packages via outlook.
  • Prepare a variety of Outlook emails and Outlook meeting invitations
  • Reserve meeting rooms, order and pick up meals as requested
  • Update and send communication documents
  • Prepare and send various documents for digital signatures, monitor and file
  • Assist with shipping and receiving as needed
  • Manage incoming and outgoing mail
  • Adhere to information security and other IT policies
  • Ability to be detail oriented and handle multiple tasks to completion
  • Cross train to cover various duties while other staff are out of the office.
  • Monitor, order and organize kitchen, office and safety supplies
  • Ensure conference rooms, kitchen, front office and reception areas are always clean and tidy
  • Provide as needed assistance with various events and meetings throughout the year including but not limited to holiday ordering, conferences, homeowner gifts, travel and meeting arrangements
  • Arrange maintenance for office building, office equipment, and resource center
  • Assist the construction office with other administrative, clerical, project and warranty support duties as needed.


Job Requirements

  • Prepare a variety of Outlook emails and Outlook meeting invitations
  • Assist in the preparation and distribution of contracts using Docu-sign
  • Prepare and send documents, photos, and other correspondence
  • Must be organized and manage several spreadsheets
  • Maintain contacts and use drop box to share documents and photos
  • Record meeting minutes and transcribe for monthly team meeting
  • Call in County Inspections-assist field personnel with this
  • Cross train with other office administrative support personnel
  • Cross train with warranty administrative support
  • Ability to be detail oriented and handle multiple tasks to completion
  • Support multiple department tasks (Bid Process/Warranty Process/Field)


Growth Opportunities

  • Learn to write contracts and other commitment documents
  • Learn to prepare documentation for Florida Green and Fortified for Safer Living
  • Learn to prepare and track documents required by the Town Architect of Alys Beach
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