Job Description

THE POSITION IN A NUTSHELL

Sciens Building Solutions is seeking a Project Administrative Assistant responsible for supporting our sprinkler and suppression business. Working with project managers, field technicians, and other team members, this role will help ensure that projects are completed on time and on budget. The Project Coordinator will track and document various elements of our projects while focusing on achieving a high level of customer satisfaction.

WHAT YOU'LL BE DOING (and doing well!)

• Prepare and track registration and pre-qualification, bid documents, and bond orders.
• Responsible for Contracts email account
• Enter projects into Timberline, including job setup, contract setup, and estimates.
• Enters Change Order Requests/Change Orders into Timberline. (CORs/COs)
• File and track Preliminary Notices and assist with subcontractor compliance.
• Create and maintain a weekly project calendar and coordinate daily schedule changes.
• Assist with the preparation of safety documents (e.g., JHA/AHA) and coordinate employee badging.
• Create and issue subcontractor agreements and subcontractor change orders (CORs/COs) as directed.
• Enroll projects in CCIP/OCIP programs and track insurance certificates.
• Order Certificates of Insurance as requested
• Maintain Customer compliance sites
• Research and complete general contractor prequalification forms and vendor registrations/questionnaires.
• Generate and distribute weekly COR logs and other project reports.
• Provide support for closeout procedures, scanning, and document filing.
• Assist with various administrative tasks as needed.

WHAT WE LIKE ABOUT YOU

• High school diploma or equivalent.
• 1-2 years of construction administrative assistant experience preferred.
• Intermediate computer skills, including Microsoft Office and Timberline, required.
• Excellent customer service and follow-up skills.
• Strong organizational skills.
• Possess sound decision-making skills.
• Ability to encourage and motivate people with a positive attitude.
• Ability to escalate difficult inquiries or problems to managers.
• Strong communication and reading skills, along with excellent organizational abilities.
• Ability to complete projects independently.
• Reliable transportation, driver’s license, insurance.

WHAT WE'RE BRINGING TO THE TABLE

• Competitive salary based on qualifications.
• Paid time off plan and holidays.
• 401(k) matching.
• Short term and long-term disability.
• Medical, dental, and vision plans with options.
• Life insurance.
• Professional career development opportunities.
• Tuition reimbursement.
• Compensation: $22+ per hour based on experience.

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