Construction Admin Assistant-Temp job

Currently we have a temporary (approx. 6 months - 1 yr.)
Construction Admin & Scheduling Assistant position opening.
*MUST LIVE WITHIN 30 MILES OF COVINA, CA

The Construction Admin & Scheduling Assistant supports the Construction Estimator with job leads and scheduling according to insurance program requirements. This role requires the ability to have a strong attention to details, professionalism, great multi-tasking skills and strong communication skills. This position requires a proactive approach to managing tasks and a willingness to assist team members as needed. The right candidate will have a sense of urgency and be a quick learner. MUST be able to move at fast-paced environment. The right candidate will have leadership skills and be able to follow instructions and standard operating procedures along with working together with office team. Strong notation skills is a must.

RESPONSABILITIES
-Answer Company phone line and direct calls accordingly. Greet guest and allow entry to approved vendors.
-Audit insurance reconstruction/repair claims, asbestos services, sanitation services, awarded via insurance portal and outside subscriptions, along with organizing them into appropriate job folders/files.
-Track job leads and follow up by placing calls and sending emails daily.
-Great notation is needed. Able to put professional detailed notes is a must.
-Prepare, proofread and submit template contracts to customers via DocuSign and gather all required documents to upload to the server and insurance portals. Communicate with customers throughout their repairs when project coordinator is unavailable.
-Update job tracker portal daily and associated programs on job progress and milestones.
-Ship ITEl when needed via UPS. Create manifest and labels for asbestos work.
-Keep all active programs/subscriptions/portals in compliance when requested.
-Request certificate of insurance from business related insurance agencies.
-Data Entry: Update company excel sheet pertaining to incoming awarded jobs.
-Communicate with insurance adjusters and customers via phone/email and online portals. Provide support and follow up when needed.
-Maintain accurate records of schedules using Outlook calendar, distribute invites accordingly and via text message. Maintain Estimator schedule for site inspections and meetings.
-Assemble job folders/files for newly awarded projects.
-Reproduce construction documents as needed or requested.
-Maintain office job boards, assure active jobs are posted and current.
-Maintain asbestos employee certifications and renewals. Schedule training & re-certifications before they expire.
Monitor company vehicle logs: Schedule repairs & maintenance when needed.
-Keep the front office and conference room organized.
-Handle sensitive information with discretion, sharing details only on a need-to-know basis.
-Order Marketing material or equipment when requested.
-Foster positive relationships with internal teams, subcontractors, city officials and external business partners.
-Assist with other office tasks as needed

KNOWLEDGE, SKILLS & EXPERIENCE
Minimum Education:
-High school diploma or General Education Diploma (GED) or, related experience and/or training.
Minimum Experience Required:
-1-2 years of construction administrative experience required.
Skills Required:
-Flexibility.
-Dependable & Punctual. Must live within a 30-mile radius from Covina, CA.
-Proficiency in computer literacy is a must.
-Phone and email etiquette.
-EXCELLENT and strong organizational skills and attention to detail.
-Ability to operate general office equipment.
-EXCELLENT written and verbal communication skills.
-Proficient in Microsoft applications or similar software. Excel & Word required.
-Ability to read, analyze, and interpret the most complex documents.
-Ability to multitask and meet deadlines.
-Ability to prioritize and communicate urgent requests.
-Ability to respond effectively to the most sensitive inquiries or complaints.
-Bilingual English/Spanish preferred.
-Sales experience or call center desired and a plus.
-A willingness to learn and adapt in a fast-paced environment.
Vision Requirements:
-Ability to look at a computer screens for up to eight hours.
Typical Working Conditions:
-Standard office working conditions, which include heat/cooling systems and typical office maintenance.
-Moderate noise (business office with computers, printers, and light traffic).
Equipment Used:
-This role routinely uses standard office equipment including but not limited to computers, phones/cell phones, photocopies, printers, scanners, filing cabinets, fax machines, and HP machines.
Essential Physical Tasks:
-Sitting for extended periods of time at a desk, utilizing computers, and computer screens.
-Ability to walk up to 100 yards.
-Ability to lift up to 15 pounds.

If you are an enthusiastic individual who thrives in a construction administrative role and enjoys supporting others, we encourage you to apply for this exciting opportunity!