Administrative Assistant - Preconstruction Services

Job Summary:

Wharton-Smith, Inc., a highly regarded General Contractor based in Central Florida, is seeking a qualified candidate for the position of Preconstruction Services Administrative Assistant in our Sanford, FL office. This role is vital in supporting our Preconstruction department through various administrative tasks, fostering efficient operations, and enhancing communication with subcontractors and internal teams.

Primary Responsibilities:

• Conduct outreach to subcontractors and maintain an up-to-date database.
• Make phone calls on behalf of estimators to facilitate project communications.
• Make outreach calls to support Minority and Women-Owned Business Enterprise (MWBE) Good Faith Efforts.
• Assist with the daily organization of the Preconstruction department and project-specific administrative tasks.
• Provide clerical support including scheduling meetings, ordering and maintaining office supplies, and covering the reception desk as needed.
• Assist with printing, copying, and scanning project documents.
• Perform data entry to update current and completed project lists, project information databases, and resumes.
• Assist with bid running and provide support to other offices as needed.
• Assist with the ordering of bonds and insurance as required.
• Perform other tasks as assigned by the Preconstruction Manager.

Qualifications:

• Proven experience as an administrative assistant, preferably in the construction industry.
• Professional demeanor and the ability to handle sensitive information confidentially.
• Strong ability to prioritize and execute tasks independently, with dedication to completing projects in a timely manner.
• Excellent telephone etiquette, written communication, and interpersonal skills.
• Detail-oriented with strong organizational skills.

Technical Skills

• Knowledge of office management systems and procedures.
• Familiarity with office equipment and a working knowledge of Microsoft Word, Excel, PowerPoint, and Outlook.
• Ability to perform routine tasks online and comply with company policies and procedures.

Our recruiting process is centralized and is handled by our HR Department. If we are sent unsolicited resumes from recruiters, we will not pay any recruiting fees. Unsolicited resumes are any resumes sent to us by a recruiter who has not been pre-approved by HR, has not signed our contract, and has not been requested by our HR Department to search for a specific position.