PECK Commercial Construction · 3 days ago
Project Coordinator & Executive Assistant
Oklahoma City, OK
Full-time
Onsite
Entry, Mid LevelPeck Commercial Construction is seeking a Project Coordinator & Executive Assistant to manage office operations and assist with construction project administration. The ideal candidate will collaborate with the President on project management tasks, maintain project documentation, and provide excellent customer service.
Construction
Responsibilities
The ideal candidate will assist on several facets of office management and construction project administration
The ideal candidate is a multitasker, collaborates well with others and can work independently to accomplish all job-related tasks
Assist the President with project set up, project execution, project closeout, and relationship management
Experience with preparation and tracking of project change orders
An understanding of industry terms and construction vocabulary to prepare project related documents (RFIs, Change Orders, etc.)
Assist with project files, billing, filing receipts for all projects
Assist with obtaining proposals from third party vendors
Preparation of proposals and estimates
Experience with taking and preparation of construction meeting minutes for projects
Obtain certificates of insurance for projects
Monitor building permits with expiration dates for each project
Provide professional customer service and positive interactions while serving as primary point of contact with everyone who corresponds with President
Manage matters and communicate appropriate level of information to preserve security and escalate concerns to President
Forecast, plan, and manage President’s calendar including arranging meeting agendas, events, and corresponding logistics while balancing business priorities and commitments
Keep informed and apply knowledge of business operations and serve as confidant to support leaderships’ decision-making and attainment of business goals and initiatives
Apply critical thinking and problem-solving skills to daily activities and keep executive apprised of project operations, related issues, and/or changes as appropriate
Participate in meetings to record and manage items and activities requiring follow-up
Prepare executive summaries, reports, presentations; assemble documents in support of President’s commitments
Manage and maintain daily executive activities including travel reservations, business accommodations, and prepare itineraries and agendas
Partner with President to plan and execute events
Collaborate with Environmental, Health & Safety (EH&S) teams for safety-related matters
Proactively seek opportunities to lead and participate in business unit initiatives and activities
Establish Standard Operating Procedures (SOP)
Perform errands as needed
Embrace company culture and value activities
Other activities, duties, and responsibilities as assigned
Qualification
Required
Significant office management experience
Experience with preparation and tracking of project change orders
An understanding of industry terms and construction vocabulary to prepare project related documents (RFIs, Change Orders, etc.)
Experience with taking and preparation of construction meeting minutes for projects
Obtain certificates of insurance for projects
Monitor building permits with expiration dates for each project
Provide professional customer service and positive interactions while serving as primary point of contact with everyone who corresponds with President
Manage matters and communicate appropriate level of information to preserve security and escalate concerns to President
Forecast, plan, and manage President's calendar including arranging meeting agendas, events, and corresponding logistics while balancing business priorities and commitments
Keep informed and apply knowledge of business operations and serve as confidant to support leaderships' decision-making and attainment of business goals and initiatives
Apply critical thinking and problem-solving skills to daily activities and keep executive apprised of project operations, related issues, and/or changes as appropriate
Participate in meetings to record and manage items and activities requiring follow-up
Prepare executive summaries, reports, presentations; assemble documents in support of President's commitments
Manage and maintain daily executive activities including travel reservations, business accommodations, and prepare itineraries and agendas
Partner with President to plan and execute events
Collaborate with Environmental, Health & Safety (EH&S) teams for safety-related matters
Proactively seek opportunities to lead and participate in business unit initiatives and activities
Establish Standard Operating Procedures (SOP)
Perform errands as needed
Embrace company culture and value activities
Excellent working knowledge of MS Office (MS Word, Excel, PowerPoint)
Must be exceptionally proactive and organized to multitask, prioritize, meet deadlines and schedules; must be able to keep others organized and on track
High standards of accountability and integrity, maintain confidential information, and exercise discretion
Excellent interpersonal communication, professional presentation, and persuasion skills to confidently engage and influence at senior levels; engage with teams, vendors, and with all organizational levels
Approachable, proactive, positive, and professional
Professional communication skills, advanced business writing, editing and proofreading skills
Strong ability to prioritize responsibilities for self and others
Proactive follow-up practices and capable of managing competing projects, events, and tasks with demanding time frames
Excellent critical thinking skills, use sound judgment to assess conflicts and solve problems
Event and meeting planning skills
Agile mindset, champion of innovation and lean culture concepts, able to apply continuous improvement principles and methods
Hearing, seeing, strong communication skills
Speaking fluent English
Sitting, bending, stooping
Lifting, must be able to safely lift 50 lbs
Preferred
Commissioned Notary Public, desired
Speaking Spanish encouraged (not required)
Company
PECK Commercial Construction
2-10 employeesFunding
Current Stage
Early StageCompany data provided by crunchbase