Job Listing: Administrative Assistant

Project Assistant
Chippewa Falls (WI)


Purpose of Position
This position is responsible for supporting Design/Build operations to the successful acquisition and completion of D|B contracts. The position will provide assistance to Project Manager(s) to organize and maintain project documentation as well as carry out administrative duties associated the management of information distribution and financial tracking.

Knowledge and Experience Required
Must, at a minimum, be a technical college graduate with an Administrative Assistant degree. Must have a basic understanding of office systems, procedures, and protocols. Must have working knowledge of Microsoft software programs including Word and Excel, as well as experience working with scheduling software (i.e. MS Project). Oracle and web site experience helpful. Minimum typing skills of 50 words per minute.

Responsibilities and Duties
- Draft project and owner contracts
- General document organization and tracking
- Prepare standard form letters to contractors
- Assist with specification editing/organization for projects
- Assist with bid package setup for bid letting
- Complete bid letting summaries
- Review and track contractor insurance certificates
- Maintain outstanding project RFI (Requests for Information) list
- Maintain project shop drawing status list
- Arrange weekly project coordination meetings
- Type and issue meeting minutes
- Review past invoicing and change orders for follow-up when no action was taken to recreate history
- Set up conference call number
- Set up/maintain project web site or FTP
- Organize network server directory structure for projects
- Enter project information in project management software, produce reports, summarize information
- Additional support activities as required

Limits of Authority
Usually has no responsibility for the direction of others. Will work under the direct supervision of professional staff and with other support personnel.

Physical Skills Required
Must be able to sit for extended periods of time at a desk and/or computer. Must be able to communicate in both an audible and visual manner with staff requiring assistance.

Additional Requirements
Valid driver’s license and personal transportation required.

Knowledge and Experience Required
Strong PC skills are needed including a variety of Microsoft products including Word, Excel, Project, Access, and Power Point. Strong telephone and general communication skills, good writing skills, excellent proof reading skills, and strong organizational skills are necessary for this position.

Typical Work Hours
This is a full-time position. M-F possible 8-4:30 but flexible
Possible Contract to Hire

Interested Candidates contact Mike Polt at (651)528-5335 or at mpolt@aerotek.com

Keywords: construction, Microsoft Office, Administrative Assistant, professional, Executive Administrative Assistant, clerical

Required Skills for Administrative Assistant Job:

About Aerotek Professional Services:

Join Aerotek Professional Services. Our customized employment solutions and personalized approach give job seekers access to great opportunities with competitive salaries. Aerotek offers comprehensive benefits that can include medical, dental, optical, and optional 401k. Don't put your career in the hands of just anyone; put it in the hands of a specialist. Launch or rejuvenate your career today with Aerotek Professional Services! Allegis Group and its subsidiaries are equal opportunity employers.