Construction Administrative Assistant

Are you looking for a highly rewarding opportunity that provides extensive career growth opportunity? Gilbane is seeking a Support Assistant II to be responsible for helping to maintain organization in a busy construction management office.

This role will sit primarily on the job site.

Who are we?

As a Top-10 ENR Contractor, Gilbane is a family-owned business with 45 offices that has been shaping communities since 1870. Consistently recognized as one of the most reputable construction management firms in the country, Gilbane is committed to delivering projects safely and on-time. You will have the opportunity to build schools, labs, hospitals, corporate offices, sports arenas and more!

We are dedicated to building a diverse, inclusive and authentic workplace, so if you're excited about this role but your past experience doesn't align perfectly with every qualification in the job description, we encourage you to apply anyway. You may be just the right candidate for this or other roles.

Who are you?

You are someone who acts inclusively, showing empathy and treating others with respect and dignity in order to uphold Gilbane's core value of Caring and "People First" workplace culture. You seek to listen in order to understand and can convey information clearly. You're a strong problem solver who can identify, prioritize, and implement alternatives for solutions, and you demonstrate adaptability by collaborating with others and supporting team members to achieve excellence. A self-starter who shows passion, commitment, and ownership all while delivering on business outcomes and driving results. You're someone who identifies opportunities for new and improved ways of doing things that result in value-add solutions.

Your core values match Gilbane's: Integrity, Caring, Teamwork, Toughmindedness, Dedication to Excellence, Discipline, Loyalty, and Entrepreneurship.

What's in it for you?

Gilbane offers employees multi-dimensional training opportunities through a number of resources. While managing your responsibilities to projects, you will be able to enroll in trainings through our award-winning Gilbane University to build leadership and technical skills. In addition, you would work with an experienced team which provides you with the opportunity to learn new industry skills every day. You will protect and promote the interests of both Gilbane and the client in all matters as well as demonstrating the personal characteristics of a developing leader.

Provide administrative support to project teams and ensure smooth office operations.
• Maintain and update project documentation including RFIs, submittals, meeting minutes, and logs.
• Assist in generating and managing Trade Contractor Requests for Proposals (RFPs).
• Assist in tracking and processing construction job changes and maintain accurate records.
• Lead or support internal and client meetings as needed.
• Communicate effectively with clients, subcontractors, and internal teams.
• Manage office supplies and ensure availability of necessary materials.
• Assist in interpreting construction drawings and specifications.
• Support scheduling efforts, including understanding fragnet schedules.
• Managing calendars
• Coordinating meetings
• Preparing expense reports in electronic system
• Preparing correspondence and presentations
• Ordering supplies
• Manage worker construction site access and badging requirements

EXPERIENCE / EDUCATION

• AS or BS degree
• 3-5 years of office experience in a construction related field
• Or equivalent combination of education and experience
• Prior experience in a construction administrative role (preferred).
• Familiarity with federal construction job sites (preferred).
• Basic understanding of construction drawings and specifications (preferred).
• Knowledge of fragnet schedules (preferred).
• Experience managing RFIs, submittals, and meeting documentation.
• Familiarity with construction change management processes.

KNOWLEDGE, SKILLS & ABILITIES

• Strong communication skills
• Excellent organizational skills
• Ability to work in a team environment
• Proficient in Microsoft Office, including Word, Excel, and Power Point
• Self-motivated with the ability to work independently and collaboratively.
• Positive team player with a proactive attitude.
• Comfortable working with minimal supervision.
• Experience with Bluebeam Studio for PDF documentation.
• Familiarity with the following platforms is a plus:
  • Procore (preferred)
  • CMiC - Construction Management Software (preferred)
  • RMS - Resident Management System (preferred)
  • Clearstory (preferred)

Salary to be determined by the education, experience, knowledge, skills, and abilities of the applicant, internal equity, and alignment with market data.
For Massachusetts, this ranges from $61,000 - $76,400 plus benefits and retirement program.

Gilbane offers an excellent total compensation package which includes competitive health and welfare benefits and a generous profit-sharing/401k plan. We invest in our employees' education and have built Gilbane University into a top training organization in the construction industry. Qualified applicants who are offered a position must pass a pre-employment substance abuse test.

Gilbane is an Affirmative Action/Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to age, color, national origin, race, religion, sex, sexual orientation, gender identity, protected veteran status, or disability status.

Note to Recruiters, Placement Agencies, and Similar Organizations: Gilbane does not accept unsolicited resumes from agencies. Please do not forward unsolicited agency resumes to our jobs alias, website, or to any Gilbane employee. Gilbane will not pay fees to any third party agency or firm and will not be responsible for any agency fees associated with unsolicited resumes. Unsolicited resumes received will be considered property of Gilbane and will be processed accordingly.