Project Administrative Assistant

Job Description

Job Description: Project Administrative Assistant

Layton Construction is seeking a highly organized and detail-oriented Project Administrative Assistant to champion “The Layton Way” by ensuring predictable outcomes and delivering “Constructing with Integrity” through honesty, unity, safety, and quality of work. This role is crucial for maintaining efficient and complete documentation for all construction projects, supporting project teams, and ensuring compliance with legal and insurance requirements.

Key Responsibilities (Duties)

• Documentation Management: Assembles, compiles, and prepares essential project documents including contracts, purchase orders, owner pay requests, project insurances, bonds, Notices of Commencement, legal documents for project start/completion, warranties, owners’ operations and maintenance manuals, and as-built drawings for closeout.
• Compliance & Monitoring: Monitors and enforces legal and insurance compliance related to all required construction paperwork, both external and in-house.
• Subcontractor Coordination: Ensures timely responses from subcontractors for all contract paperwork.
• Project Tracking & Scheduling:
  • Creates and maintains comprehensive project checklists.
  • Collaborates with Superintendents to establish and track dates for shop drawing submissions and project milestones to ensure timely completion.
  • Follows up for review and approval of shop drawings, samples, and material lists.
  • Maintains detailed logs reflecting the status of shop drawings, requests for clarification, change requests, and proposal requests.
• Change Management: Distributes change requests and diligently follows up for pricing changes. Prepares and issues change orders to subcontractors and owners for extra work performed.
• Filing System Instruction: Instructs the project team on the organized filing system and ensures its proper use and adherence.
• Meeting Support: Prepares agendas and other preconstruction meeting documents. Records and transcribes minutes at preconstruction meetings.
• Project Assistance:
  • Assists in the estimate and buyout processes for projects.
  • Coordinates with Project Managers to enhance understanding of projects and improve the quality of project paperwork.
  • Discusses and coordinates personal and project goals, important issues, and objectives.
• Contract Administration: May administer contracts and purchase orders as assigned by leadership.
• Insurance Program Support: Assists in establishing OCIP (Owner Controlled Insurance Program) or CCIP (Contractor Controlled Insurance Program) per contract requirements and maintains all necessary documents for the program.
• Correspondence: Drafts, transmits, and files various project-related correspondence.
• Bidding Support: Assists in bidding processes and developing scopes of work for trade contractors.
• Other Duties: Performs other related administrative duties as assigned.

Qualifications

• Education: High school diploma or equivalent required. One to two years post high school administrative assistant training preferred.
• Typing Speed: Types a minimum of 50 words per minute (wpm).
• Experience: At least 2 years of experience in secretarial or administrative work. Previous experience working in an administrative role within a construction company is preferred.
• Technical Skills: Proficient working knowledge of Microsoft Word, Excel, PowerPoint, and Outlook, with the ability to create basic documents and spreadsheets using each application.
• Communication: Excellent written and verbal communication skills.
• Organization: Excellent organization skills, with the ability to develop systems that provide efficient access to information and retrieve/deliver required information effectively.
• Multitasking: Ability to handle multiple tasks simultaneously, establish priorities, and determine an effective course of action.
• Work Ethic: Ability to accomplish routine tasks efficiently.
• Teamwork: A strong team player who collaborates well with others, and is willing to assist co-workers, customers, and others in achieving their goals and assignments.
• Physical Requirements: Ability to perform essential duties and responsibilities efficiently, accurately, and safely, with or without reasonable accommodation, and without posing a threat of harm to self or others.
• Industry Knowledge (Preferred): Knowledge of basic work methods, techniques, and systems used by Layton Construction.

Benefits

Layton Construction offers a comprehensive benefits package, subject to applicable eligibility requirements, which includes:

• Health & Wellness: Medical Insurance, Dental Insurance, Vision Insurance, Health Savings Account (HSA), Healthcare Flexible Spending Account, Critical Illness Insurance, Accident Insurance, Hospital Indemnity Insurance.
• Financial & Retirement: 401(k) retirement plan with employer match, Life & AD&D Insurance, Long-term Disability Insurance, Short-term Disability Insurance, Employee Stock Purchase Plan.
• Work-Life Balance: Paid time off, Time Away Benefits, Paid Holidays, Dependent Care Flexible Spending Account, Family Support, Pre-tax Paid Parking/Public Transportation.
• Additional Perks: Home & Auto Insurance, Group Legal, Pet Insurance, Identity Theft Protection, Employee Assistance Program.

EEO Statement

Layton Construction is an equal opportunity employer. We evaluate qualified employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.

About Us

Layton Construction is a privately held national general contractor, established in 1953, renowned for delivering predictable outcomes in commercial construction. Headquartered in Salt Lake City, Utah, Layton operates from 16 strategic offices across the United States, employing over 1,500 construction professionals. We serve diverse markets including healthcare, education, commercial office, industrial, hospitality, and multi-unit residential.

Our foundation is built on core values of honesty, unity, safety, and quality, which has allowed us to build a reputation for excellence in complex project delivery and foster strong partnerships with clients, architects, and trade partners nationwide.

Layton Construction is proud to be part of the STO Building Group family of companies, which includes Structure Tone, Structure Tone Southwest, Pavarini Construction Co., Pavarini McGovern, LF Driscoll, Govan Brown, Ajax Building Company, BCCI Construction, Abbott Construction, and RC Andersen. With over 4,000 employees across offices in the US, Canada, UK, and Ireland, we provide a complete range of construction services, from site selection analysis and design constructability review to interior fit-outs, new building construction, and infrastructure upgrades. Learn more at stobuildinggroup.com.