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Construction Administrative Assistant

Company Name:
Palo Alto Staffing
Popular real estate investment and management firm based on the San Francisco peninsula is seeking a Construction Administrative Assistant for their busy Belmont office. This person will be responsible for various tasks including vendor prequalification, contract and document management and project setup.
Duties:
Work with the Project Director, Project Managers, and Property Managers to collect vendor prequalification information
Set up vendor interviews
Maintain a database of prequalified vendors with key information
Be first point of contact for all vendors regarding all of the construction invoices and payment.
Review and code invoices. Act as liaison between Accounting and Construction departments.
Responsible for checking the budget throughout duration of the project and notifying project manager of any discrepancies.
Tenant improvements - project setup, job code, digital folders
Market ready/capital - project setup, job code, digital folders
Assemble contract documents and change orders and coordinate approvals to ensure that projects start in a timely manner
Monitor receipt of and then maintain contractor insurance certificates
Track project close-out packages
Assemble project summaries, proposals and change orders, manage the approval process and distribute fully executed documents to vendor and internal team
Manage project files and budgets
Maintain vendor and project databases
Organize and track important project document
Coordinate schedules/appointments, weekly construction meeting, and create agendas
Help with coordinating and setting up project meetings and attending calls
Travel arrangements
Prepare expense reports
Clerical tasks as needed (copying, scanning, faxing, filing, etc.)

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