11 days old

Administrative Assistant

Gray Construction
Lexington, KY 40507
  • Job Code
Why Gray?

Gray is a fully integrated, international service provider deeply rooted in engineering, design, construction, and smart manufacturing services. Consistently ranked among the top five industrial contractors in the U.S., we focus on the following markets for domestic and international customers: Food & Beverage, Manufacturing, Automotive, Distribution, Mission Critical, and Commercial.

Founded in 1960, Gray has grown to encompass a complementary family of brands designed to augment and enhance each others specialized capabilities without gaps or redundancies. Our robust offeringwhich includes strategy, operational improvements, construction, extensive engineering, automation & controls, and equipment manufacturingenables us to create one-of-a-kind solutions at the highest levels of customization, delivering unmatched precision and partnership to some of the worlds most sophisticated organizations.

Who we want (Requirements)

The successful candidate will have Bachelors degree or four (4) years of experience in an administrative position(s); or the equivalent combination both. Experience in construction or engineering firm is highly preferred. Must possess basic computer skills including the ability to utilize word processing, spreadsheets, software and e-mail. Experience with SharePoint is a plus. The selected candidate will have excellent communication skills. Must be physically present in the Lexington office.

The new team member should be an energetic, self-motivated individual who enjoys a team environment, as well as a passion for collaboration and professional development. If you are a high achiever striving to exceed expectations in a fast-paced innovative company, then Gray is the place for you.

The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

What we expect (Essential Functions)

Under the direction of the Vice President, Distribution & Commercial Markets, or their designee, this position will provide administrative support to the construction group, by performing the following duties:

  • Follows up on outstanding documents including subcontracts and contract related documents and correspondence for incorporation into project files.
  • Coordinate the submittal, shop drawing, RFI processes with project team.
  • Organizes and maintains file system including construction drawings, and files correspondence and other records electronically and in paper files.
  • Coordinate proposal and bid package information and coordination of document releases.
  • Meet time sensitive deadlines with accuracy while maintaining a high degree of customer service. Ability to work outside of normal business hours; if needed.
  • Coordinate tracking contract status, vendor relations, worker verification logs, and meeting minutes.
  • Write Purchase Order Requisitions for manager approval and processing.
  • Coordinate the archiving of project files.
  • Coordinate and compile Operations and Maintenance Manuals at project closeout as a customer deliverable.
  • May assist with writing Subcontract Change Orders and coordinating payment of invoices.
  • Proficient in Microsoft platforms. Bluebeam, SharePoint and AIA knowledge is a plus.
  • Must be able to work in an open-office environment.
  • Ability to prioritize multiple tasks, be a creative thinker and work within multiple teams.
  • Communicate clearly both verbally and in written form.
  • Setup up and organize for project meetings; as required.
  • Participate in the pool of candidates for receptionist backup.
  • Performs other related duties as assigned.

Physical Demands & Work Environment

The physical demands described here are representative of those that must be met by a team member to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the team member is frequently required to stand, walk, sit, use hands, reach with hands or arms and talk or hear. They may occasionally be required to climb or balance, stoop, kneel, or crouch. Must occasionally lift and/or move up to 50 pounds.

Normal office environment where noise level is moderate and temperature/humidity is controlled. Overtime may be required.

Supervisory Responsibilities

This position has no supervisory responsibilities.

Gray is proud to be an Equal Opportunity Employer and welcomes everyone to apply. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, or protected veteran status and will not be discriminated against on the basis of disability.

Posted: 2021-10-08 Expires: 2021-11-06
Sponsored by:
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Sponsored by:
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Administrative Assistant

Gray Construction
Lexington, KY 40507

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