Project Coordinator Administrative Assistant

Description Founded more than 40 years ago in Indianapolis and licensed in 38 states, Gilliatte General Contractors' experience and integrity delivers your project on time, with unmatched standards and quality. Gilliatte offers complete capabilities in commercial contracting. From historical renovation / reuse to LEED compliance for green building and other cutting edge construction practices, Gilliatte continues to set the standard in today's market.

Gilliatte General Contractors, Inc. is looking for a Project Manager Administrative Assistant to provide support to the project management team. This position will assist multiple Project Managers and requires the ability to multi-task. This candidate must exercise initiative and discretion in setting priorities to carry out all assignments.

Requirements

Qualifications

We're looking for a highly organized professional who thrives in a fast-paced environment and takes pride in supporting successful project delivery. Preferred Qualifications:

• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and Teams
• Experience with construction submittal processes strongly preferred
• Familiarity with AIA contracts and construction documentation preferred
• Working knowledge of the commercial construction industry
• Exceptional organizational skills and attention to detail
• Strong time-management skills with the ability to balance multiple priorities and deadlines
• Excellent verbal and written communication skills
• Ability to work independently while supporting multiple project managers
• Positive, proactive attitude and strong work ethic
• Ability to maintain professionalism and perform effectively under pressure
• Comfortable providing phone coverage and administrative support for the office as needed
• Valid driver's license and acceptable motor vehicle record (MVR)

Key Responsibilities

As a Project Management Administrative Assistant, you will play a critical role in supporting project teams and ensuring the smooth flow of project documentation and communication. Project Administration

• Provide administrative support to multiple Project Managers across active construction projects
• Coordinate and assist with project activities from project startup through closeout
• Organize and maintain electronic and hard copy project files and documentation
• Enter and maintain project information within company databases and software systems

Document Control & Contract Administration

• Create, track, distribute, and manage project submittals
• Prepare and distribute Requests for Information (RFIs) to owners, architects, subcontractors, and field personnel
• Distribute Architect's Supplemental Instructions (ASIs) and other project communications
• Assist with the preparation, revision, and processing of owner contracts, change orders, and related documentation
• Prepare subcontract agreements, purchase orders, and subcontract change orders
• Assist with project closeout packages and final documentation

Communication & Coordination

• Coordinate document flow between project teams, clients, architects, subcontractors, and vendors
• Prepare and distribute owner and subcontractor meeting minutes
• Answer and direct incoming phone calls as needed
• Provide exceptional customer service and professional communication both internally and externally

Additional Support

• Deliver bid documents and project materials when required
• Assist with filing, recordkeeping, and other administrative functions
• Support special projects and additional duties as assigned

Benefits

• Competitive Compensation
• 401(k) with Company Match
• Medical Insurance
• Dental Insurance
• Vision Insurance
• Health Savings Account (HSA)
• Paid Time Off
• Paid Holidays
• Professional Growth Opportunities