HARMONY ASSISTANT ADD TITLE SOFTWARE

General basic knowledge of and ability to learn project management software such as Revit, VICO and other related programs and systems.

Knowledge of administrative and clerical procedures and systems such as word processing, e-mail, spreadsheets, and managing files and records and other office procedures at a proficient level.

1-2 years of experience providing administrative support preferably in the A/E/C industry.

High School Diploma, GED or equivalent.

Perform general administrative duties such as but not limited to filing, photocopying, taking and distributing meeting minutes, managing schedules, coordinating travel arrangements, scheduling appointments with internal and external parties, providing back up to switchboard, ordering supplies, sorting and distributing correspondence and maintaining database records.

Preparing plans and specifications for pickup/shipment.

Prepare agendas for meetings and make arrangements, such as coordinating catering for luncheons, for committee, and other meetings.

Notarize, copy and distribute monthly pay application.

Verify insurance certificates and follow up to insure proper coverage is in place.

Answer and direct phone calls or take messages for appropriate parties.

Produce owner AIA change orders as required.

Generate and edit contract based documents through contract negotiations to produce final AIA owner contract documents.

Enter and maintain client and prospect data in automated system.Coordinate invoice routing and monitor payments to subcontractors and vendors.Correspond on routine inquiries with subcontractors and vendors at the beginning and throughout the duration of a project, fax or email correspondence to the field or other locations as needed.Create and maintain project information in project management system create subcontracts, purchase orders, change orders and their respective attachments as well as generating transmittals per Project Manager’s request for plans and specifications and pay requests.Read and analyze incoming memos, letters, and reports to determine their significance and distribute appropriately.The Administrative Assistant is responsible for handling project documentation and correspondence in support of one or more managers.

Harmony assistant add title