Chamber Master

Administrative Assistant

Job Description

Construction company in Kailua Kona is looking for an Administrative Assistant to provide support to the Project Manager and Project Engineer. You will assist with a wide variety of tasks so we need someone who can work efficiently and is eager and motivated to take on new responsibilities.

Hours:
Monday - Friday, 7:00am - 3:30pm

Location:
Big Island: Kailua-Kona

Pay:
$16.00 Hourly

Additional Responsibilities:

  • Assist the Project Manager/Engineer with coordinating all vital aspects of projects.
  • Provide clerical services on a variety of construction management project, ensuring all team members understand the scope of the project as well as what they are individually responsible for.
  • Research construction information and document findings in a timely manner and report discrepancies to the Project Manager/Engineer.
  • Seek approval from the Project Manager/Engineer for any changes to project scope or additional clerical services.
  • Shadow Project Manager/Engineer on-site inspections of work in progress to ensure compliance to plans, specifications and adherence to codes, ordinances, regulations, laws, timetables and completion schedules.
  • Prepare weekly meeting agendas and minutes for review and final approval by Project Manager/Engineer. Make schedules with completion dates, as well as coordinating other team members.
  • Read construction plans, designs, and specifications for new and/or existing structures and facilities.
  • Receive, process and keep current status logs of Requests for Information (RFI’s), Submittals, Change Proposals (CP), Field Orders (FO) and Contract Change Orders (CCO’s).
  • Receive, process, and keep status logs for daily inspections, photos, and other miscellaneous reports.
  • Review weekly certified payrolls, advise Project Manager/Engineer of discrepancies, follow through on corrections and keep a current status log.
  • Receive contractor monthly pay request and process to client after Project Manager/Engineer review.
  • Draft monthly client report and process after Project Manager/Engineer review. 
  • Draft weekly/monthly statement of contract days and process to client after Project Manager/Engineer review.
  • Communicating relevant information to all team members, such as change in schedule dates, changes in the project’s requirements, unexpected hitches, etc. 
  • Coordinating activities with the client, users, designers and prime contractor and maintaining relationships with them.

Required Education and Qualifications:

  • Associate's degree or equivalent.
  • Understanding and ability to work with the Microsoft SharePoint, Word, Excel, Outlook, Access, and Windows.
  • Ability to work effectively, independently, and in a timely manner.
  • Valid driver's license and access to a vehicle to travel to inspection sites and meetings.