Field Administrative Assistant

About Us :

Clayco is a full-service, turnkey real estate development, master planning, architecture, engineering and construction firm that safely delivers clients across North America the highest quality solutions on time, on budget, and above and beyond expectations.

With $5.8 billion in revenue for 2023, Clayco specializes in the "art and science of building," providing fast track, efficient solutions for industrial, commercial, institutional and residential related building projects.

The Role We Want You For :

The Field Administrative Assistant takes the lead in providing comprehensive support to Clayco Project Managers, Project Engineers, Superintendents, Mission Control and Technical Services, as assigned.

Prepare daily and monthly reports, checks outboxes and distributes mail. Assist Clayco in document management by entering and processing of subcontracts, purchase orders, letters of intent, change orders, safety audits, submittals, bid packages, entering punch-list items and updating the information thru the completion of the job and other paper work processing.

Follow up with subcontractors and suppliers if executed documents are missing. Arrange meetings, travel, and ordering food if required, In addition;

greet and direct visitors, workers, deliveries, and overall assistance to the entire project team and activities taking place on job site with whatever is needed to accomplish the company’s objectives.

Acts on own initiative, with a minimal amount of supervision, and yet is a team player. This person is assigned to project teams and will need to be organized, focused and a quick learner.

Specific Responsibilities :

• Prepares correspondence (typing).
• Readily assists with whatever is needed to accomplish the company’s objectives. This includes typing, filing, copying, binding, scanning, and whatever else is necessary.

This will also include document retrieval for auditing and litigation as needed.

Retrieves, scans, transmits and electronically (or physically) distributes executed subcontracts, change orders and other documents associated with projects.

This is an extremely important responsibility.

• May type contracts, change orders, letters of intent, meeting minutes, etc., and distribute as required. May also help obtain, assemble and assist with project closeout.
• May assist in entering punch list items and updating the information thru the completion of the job.
• Routinely will run reports and dunning letters on projects as required.
• Enter Daily Reports for Clayco and Subcontractors each day and follow up with Subcontractors on missing paperwork.
• Update rack drawing with the most current issues on a timely basis. This may be daily.

Requirements :

• Interested in learning the business evolving into someone who will look for solutions to issues and not just pass along messages.
• A diligent, mature, responsible individual who is a self-starter, is detail-oriented and attentive to the needs of others.
• Able to handle deadlines in pressure situations, with a sense of urgency about the work being performed.
• Organized with the ability to set priorities and take direction.
• A Team Player, ready to assist in any role, who is positive, with a winning attitude, and one who enjoys a challenge.
• Embraces change and recognizes the benefits with a positive outlook.
• Is attentive to detail and accuracy, is committed to excellence, looks for improvements continuously, monitors quality levels, finds root cause of quality problems, owns / acts on quality problems.
• Communicates well both verbally and in writing, creates accurate and punctual reports, delivers presentations, shares information and ideas with others, has good listening skills

Why Clayco?

• Best Places to Work St. Louis Business Journal, Los Angeles Business Journal, Phoenix Business Journal
• ENR Top Midwest Contractors (#1), Top Design Build Contractors (#4), Top 400 Contractors (#20), ENR Top Green Builders (#5)
1 day ago