Construction Administrative Assistant

Position Summary and Responsibilities:

Role Overview:

The Construction Administrative Assistant will support the Director of Construction and project teams with various

administrative and management tasks. This role involves coordinating and managing project documents, assisting in

project planning and execution, maintaining records, and providing general administrative support. Strong

communication, organizational skills, and the ability to handle multiple projects are essential.

Key Responsibilities:

Project Coordination

•Create RFPs (Request for Proposals) that summarize the scope of work and construction standards.

•Help manage the competitive bid process from beginning to end.

•Coordinate tasks and deliverables for project planning and execution.

•Take accurate meeting minutes and ensure project teams complete follow-up

Administrative Duties

•Develop and update administrative systems for efficiency.

•Maintain contact lists and electronic filing systems.

•Assist in preparing reports, communications, and meeting minutes.

•Scan and copy documents and notarize documentation as required.

•Provide administrative support to the construction team and the Director.

Financial Management

•Track, review, and code invoices and submit them for approval and payment.

•Assist with vendor approval and setup for payment, including insurance and tax information.

•Submit and reconcile expense reports.

•Solicit pricing from contractors and prepare bid comparisons.

Documentation and Record Maintenance

•Manage project archives, ensuring accuracy and organization of drawings, contracts, warranties, and other documentation.

•Maintain control of all project documentation and update project records.

•Create, manage, and track RFIs (Requests for Information) from the field to the architect/engineer of record.

•Utilize construction management software to keep project information current and accessible.

Education and/or Work Experience Requirements: 

· Highly detailed, meticulous, and results-driven.

· Ability to work semi-independently and in a corporate office environment.

· Excellent interpersonal communication skills, both written and verbal.

· Strong problem-solving skills and ability to meet deadlines.

· Self-motivated, proactive, and able to accomplish tasks without direct oversight.

· Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

· Experience with Adobe Acrobat, Microsoft Project, SharePoint, and Access preferred.

· Ability to interact with others daily in an exciting, challenging, and ever-changing work environment.

· Skilled in communication, organization, teamwork, accuracy, attention to detail, time management, and assistance of others.

· In-person role at Food Division General Office in Fort Worth, TX.

Education: 

· A high school diploma or equivalent is required; a college degree is preferred.

· 5 to 20 years of related education and/or experience.

· Minimum of 3 years experience in administrative support preferred.

· Knowledge of food industry regulations, OSHA guidelines, and environmental standards preferred.

Physical Requirements:

· Ability to perform essential job functions consistently, safely, and successfully with the ADA, FMLA, and other

federal, state, and local standards, including meeting qualitative and/or quantitative productivity standards.

· Ability to maintain regular, punctual attendance consistent with the ADA, FMLA, and other federal, state, and local

standards.

· Capability to lift and carry up to 20 lbs