This position shall be responsible for providing administrative support to assigned members of the GLXC Quality and System Safety and Security (SSS) group. Duties include document processing, recordkeeping, preparation and sending of documents and shop drawings, information collection, reporting, and scheduling.
DUTIES AND RESPONSIBILITIES:
Contract and Document Maintenance Process
Assist with document preparation, submittals, RFI responses, and transmittals.
Process shop drawings and construction drawings for submittal.
Track submittals based on schedules established by preconstruction team, Design Packages (DP).
Assist with preparation and tracking of open issues items.
Contact discipline leads and designated personnel for required documents.
Request, maintain, update, and track various required documents.
Review and approve/reject submittal from the Quality and SSS group.
Write and issue Deficiency Notice (DN) per the quality manager's direction.
Construction Process Administration
Maintain updated drawing and submittal log in ELVIS.
Receive, distribute and track information relative to open items, and closeout requests.
Coordinate issues log close-outs to include collection and tracking of close-out materials and creation of reports. Track and manage all Quality and SSS training obligation. Attend various project meetings; take and distribute meeting minutes, when requested by QM or Chief Safety and Security. Order and maintain office supplies for site office.
Log and file paperwork. Confirm audits are completed and assist QM in posting audits in document management system.
Process correspondence, reports, and other routine project management documents.
Organize and maintain records and databases.
Assist with managing QM schedules and contact lists.
Arrange large group meetings and group events, both on and off-site.
Assist the office coordinator with coverage when needed.
High school diploma or equivalent
Minimum of three years' administrative experience, preferably in construction
Effective verbal and written communication skills, including an excellent punctuation and grammar usage, and accurate spelling
Courteous and effective interpersonal skills for interaction with a diverse group of co-workers, clients, vendors, and visitors
Strong numerical aptitude
Proficiency in MS Word, Excel, and Outlook
Excellent organization skills and ability to coordinate several activities simultaneously and under pressure