Senior Administrative Assistant - Project (Bay Area)

Position Description:
Lead for overall administrative functions of a construction project site working closely with senior management and providing administrative support to project team.

Essential Duties & Key Responsibilities:

• Provide exceptional customer service and positive interactions while serving as senior administrative contact for project senior management and serve as liaison for subcontractors and owners.
  
• Perform project related administrative duties, produce regular and ad hoc reports for project management and owners, and support activities for project Close Out process, implement records retention and retrieval systems for project (physical and digital), and provide historical reports and references as directed, and as necessary delegate assignments to Administrative Services (AS) team members.
  
• Proofread senior management's written correspondence (e.g., memos, emails, presentations) and other documents.
  
• Address issues and provide guidance to project staff on company and project-specific policies, programs, operations, and financial processes.
  
• Manage requests for administrative services, balancing workload and prioritizing concurrent, complex, and demanding tasks and activities for self, and AS team members as appropriate, to:
  
  • Conduct volume copying for project, may work with vendors to expedite.
    
  • Gather and organize Leeds certification for project (if no dedicated resource to manage), work in collaboration with Architect/Engineers (A/E).
    
  • Collect and maintain Certificates of Insurance (COIs) for subcontractors and vendors; and deliver to
  • Contractor Controlled Insurance Program (CCIP) team.
    
  • Manage Lead Log to support project management activities.
    
  • Maintain project vacation schedules.
    
  • Compile Request for Information and Proposals (RFI and RFP) information and organize responses
    
  • Coordinate project aerial photos and videos.
    
  • Compile project Close Out binder.
    
  • Develop protocols for project operations manuals, tours, emergency protocols, and work in collaboration with subject matter experts for specific procedures.
    
  • Manage project-site security badge, parking access, and visitor processes, including management of security clearance credentials and forms as needed.
    
  • Coordinate side-by-side training and development of project staff for work processes.
    
  • Manage project office trailer facilities and contract management, including facilities maintenance and equipment, and other vendor services.
    
  • Manage inventory and supply management for project safety PPE and office supplies.
    
• Administer subcontractor Pre-Task Plan (PTP), Daily Construction Report (DCR), Tool Talk Huddles, and Safety training needs.
  
• Manage production of meeting agendas and corresponding meeting minutes, log minutes into project collaboration platform for review and distribution.
  
• Coordinate project-site orientation for new project staff.
  
• Manage project staff seating plan and coordination of project-site trailer/office moves, working in conjunction with Project Manager/Executive.
  

The salary range for this position is estimated to be 110,000.00 - 150,000.00 USD annualized.

Qualifications:

• Bachelor's degree from accredited degree program and/or professional administrative certification with minimum 15 years of relevant administrative services experience required, in lieu of degree/certification, High School Degree or GED and minimum of 20 years of related administrative service experience, or equivalent combination of education, experience, and/or training.
• Minimum 3 years of supervisory/management experienced required
• Previous construction industry experience with a General Contractor or major Subcontractor is preferred
• Project management skills to manage multiple projects with competing and demanding time frames
  
• Good judgment to solve problems and prioritize responsibilities for self and others
  
• Effective active listening skills and follow up on commitments and deadlines
  
• High degree of organization, attention to detail and accuracy
  
• Approachable, proactive, positive, and professional
  
• Relationship building skills with management and all levels within project
  
• Excellent relationship-building skills
  
• Event and meeting planning skills
  
• High standards of accountability and integrity, maintain confidential information, and exercise discretion
  
• Professional verbal communication, business writing, and proofreading skills
  
• Proficient computer skills, database skills, Microsoft Office suite of applications, and collaboration tools
  
• Commissioned Notary Public, desired
• Travel

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit, use hands to finger, handle, or feel objects, tools, or controls; and reach with hands, talk, and hear. The employee frequently views a computer monitor and frequently uses a computer keyboard. Specific vision abilities required by this job include close vision, peripheral vision, depth perception, and the ability to adjust focus. The employee is occasionally required to be mobile, and the employee performs work on-site at a construction site project-based office setting, office locations, and/or off-site venues. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee regularly works in a construction site project-based office setting. The noise in the work environment is usually quiet to moderate in a construction site project-based office setting. While performing the duties of this job, the employee is exposed to moving mechanical parts, high precarious places, fumes, or airborne particles, outside weather conditions, and risk of electrical shock. The noise in the construction site work environment is usually moderate to loud. The employee is required to work in compliance with company safety policies, procedures, and applicable laws.

Turner is an Equal Opportunity Employer - race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or other characteristics protected by applicable law.