ADMINISTRATIVE ASSISTANT

Position: Design|Build Administrative Assistant
Department: Construction & Pre-Construction  
Location: 1 Kimberly Road, Suite 105, East Brunswick, NJ 08816

ABOUT GREEK DESIGN | BUILD
Backed by 90 years of experience and a three-generation, family-owned legacy, Greek Design|Build constructs exceptional industrial facilities for a wide range of clients—from Fortune 100 companies with complex, multi-dimensional projects to small businesses seeking to expand.
In line with the standard design-build approach, our integrated team of designers, engineers, and contractors oversee our projects throughout all phases from concept to completion. With company values grounded in trust, communication, hard work, and high standards, we help our customers build the foundations for future success, offering new and innovative ways to create greater value for their businesses.

POSITION OVERVIEW & KEY RESPONSIBILITIES
This position is primarily responsible for contributing and providing support for the Development and Construction teams. Support includes assisting project managers and management in office related tasks for active projects, such as organizing meetings, assisting with bids, documentation management, reporting, invoice collection, monthly billing, and troubleshooting/technical support. This position also supports the Office Manager with administrative tasks such as answering phones when front desk coverage is needed, and other miscellaneous duties as assigned.

ESSENTIAL DUTIES
The following is a list of core duties and responsibilities. Other varied duties may be assigned.

Consistent business email monitoring every 30 minutes throughout weekday business hours beginning at least one hour before the start of the workday. After business hours on weekdays email is to be checked at least once between 7PM to 11PM responding appropriately to issues of significant importance. Weekend and holiday email monitoring a minimum of twice daily responding appropriately to issues of significant importance.

Administrative:

• Cover front desk, answer telephone calls, and greet visitors when coverage is needed by Office Manager
• Professionally correspond with internal departments and external clients, subcontractors, and vendors via email and phone
• Organize and maintain project files on company server
• Prepare outgoing mail (FedEx/USPS) as needed by project team
• Manage printing requests from project management team such as drawings, documents and packages
• Compile reoccurring reports for management based off project data
• Coordinate and arrange meetings, prepare agendas, record minutes, and reserve conference rooms
• Schedule monthly internal policy and procedure meetings, collect topics/questions from management and team to review, compile presentations and agendas, and record meeting minutes
• Schedule monthly construction field team meetings, collect topics from management to review, compile presentations and agendas, and record meeting minutes

Pre-Construction:

• Maintain subcontractor bid list, prequalify new bidders, and update contact information
• Assist project managers with subcontractor bid collection for potential projects
• Create digital proposals for all preconstruction and construction 3rd party bids
• Construction:
• Manage workflow and review the project manager’s subcontracts before sending for signatures
• Request new and maintain renewals of subcontractor’s certificates of insurance
• Manage project contacts on Outlook and project management software (Procore)
• Act as liaison for online project management software (Procore), requesting development updates and technical support as needed
• Compile approved invoices monthly, create billing packages, and send to project managers for payment applications
• Suggest and implement process and time management improvements for development & construction teams

Billing:

• Manage incoming vendor invoices from accounting department, assign billing cost codes, share with project managers for approval weekly, and post to project management software (Procore)
• Troubleshoot discrepancies on vendor statements and missing invoices
• Track and organize monthly payment applications, send for signature, notarize when applicable, distribute to internal teams, and file on the server
• Collect project management team’s weekly timesheets and billable payroll hours for billing packages and task/time comparison reports in Excel

QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The employee must maintain a valid New Jersey driver’s license and ensure their vehicle remains in good working condition, properly registered, and fully insured in accordance with New Jersey Department of Motor Vehicles requirements.

• Bachelor’s degree (B.A. or B.S.) from four-year college or university preferred; 3-5 years related experience and/or training required.
• Ability to professionally write reports, business correspondence, and procedure manuals. ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
• Ability to apply common sense, carry out instructions, and problem solve.
• To perform this job successfully, an individual should have strong knowledge of Microsoft office, including Outlook, Word, Excel and PowerPoint. Experience with Canva and Procore project management software is a plus.
• While performing the duties of this job, the employee is regularly required to sit; and occasionally lift up to 50 pounds. Specific vision abilities include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• The majority of this position’s responsibilities take place in an office setting but occasionally may include construction job sites. Dust, noise and large machines are common. Exposure to all types of weather including sun, heat, rain, ice, snow, cold is typical. Noise levels can range from moderate within office environment to loud on construction sites.

COMPENSATION AND BENEFITS

• Base Salary: $65,000 to $72,000 per year (non-exempt; eligible for overtime)
• Eligible for annual bonus
• Eligible for Medical/Dental/Vision on date of hire, FSA/HSA Plans, Life Insurance, AD&D, and Short-Term Disability coverage.
• 401(k) Retirement Benefit includes employer match, Pension, and Profit-Sharing components.
• PTO and paid Holidays