Job Information
Dunn Building Company LLC Assistant to the Estimator/Project Management in Athens, Alabama
Summary
Under the direct supervision of the area manager this position provides administrative and secretarial support for the estimating/project management department. In addition to typing, filing and scheduling, performs duties such as submitting RFIs, putting together closeout binders, keeping meeting minutes, coordination of meetings and conferences, obtaining supplies, coordinating direct mailings, and working on special projects. Also, answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize diversified workload, multitasking is a must.
Essential Functions
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Schedules and organizes complex activities such as meetings, travel, conferences and department activities for all members of the department.
Performs desktop publishing. Creates and develops visual presentations for the managers in the department.
Works with the estimators to determine a list of subcontractors for a project and develops and sends sub solicitations, calls subcontractors to determine if they will bid projects, etc. Produce bid binders for estimators.
Establishes, develops, maintains and updates filing system for the area manager and the department. Retrieves information from files when needed. Establishes, develops, maintains and updates external filing system (Box.com) with drawings, submittals, addenda, etc. and informs all persons involved with the project of the updates including managers within the department and subcontractors.
Maintain a bid schedule coordinating with the other area assistants to keep it updated.
Download drawings and specifications for managers and order copies for field supervision.
Submit requests for information (RFIs) on behalf of the department.
Assist project managers in gathering data and information to create closeout binders for clients.
Organizes and prioritizes large volumes of information and calls.
Drafts written responses or replies by phone or e-mail when necessary. Responds to regularly occurring requests for information.
Takes messages or fields/answers all routine and non-routine questions from field supervision, clients, vendors, and subcontractors.
Acts as a liaison with other departments and outside agencies, including high-level staff such as CEOs, presidents, senior vice presidents and chiefs. Handles confidential and non-routine information and explains policies when necessary.
Works independently and within a team on special nonrecurring and ongoing projects. Acts as project manager for special projects, at the request of the area manager, which may include: planning and coordinating multiple presentations, disseminating information, coordinating direct mailings.
Types and designs general correspondences, memos, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
Competencies
Technical Capacity.
Personal Effectiveness/Credibility.
Thoroughness.
Collaboration Skills.
Communication Proficiency.
Flexibility.
Supervisory Responsibility
This position has no supervisory responsibilities.
Work Environment
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
Physical Demands
This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary.
Position Type and Expected Hours of Work
This is a full-time position. Days and hours of work are Monday through Friday, hours can be discussed with area manager but will generally be 8:00 am – 5:00 pm.
Travel
No travel is expected for this position.
Required Education and Experience
High school diploma.
One year of administrative experience.
Preferred Education and Experience
Advanced degree.
Previous construction administrative experience HIGHLY PREFERRED.
Additional Eligibility Qualifications
None required for this position.
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
Dunn Building Company is a design-build general contractor with offices in Birmingham, Mobile, and Athens, AL. Dunn travels all over the southeast specializing in complex concrete foundations and metal building erection as well as industrial maintenance. We offer opportunities for long term employment with growth through mentoring, cross training, and technical education. Dunn offers unmatched benefits including Blue Cross Blue Shield medical/dental/prescription insurance, Aetna life/disability insurance, EyeMed vision care, Colonial Life supplemental insurance policies, 401k, paid time off, paid holidays, bonus potential, and discounted company apparel.