Administrative Assistant

Color Vision is looking for an Administrative Assistant. The Administrative Assistant is responsible for handling project documentation, event assistance and correspondence in support of one or more managers.

Responsibilities:

1. Read and analyze incoming memos, letters, and reports to determine their significance and distribute appropriately.

2. Create and maintain project information in project management system; create subcontracts, purchase orders, change orders and their respective attachments as well as generating transmittals per Project Manager's request for plans and specifications and pay requests.

3. Correspond on routine inquiries with subcontractors and vendors at the beginning and throughout the duration of a project, call or email correspondence. as needed.

4. Coordinate invoice routing and monitor payments to subcontractors and vendors.

5. Enter and maintain client and prospect data in automated system.

6. Answer and direct phone calls or take messages for appropriate parties.

7. Verify insurance certificates and follow up to insure proper coverage is in place.

8. Prepare agendas for meetings and make arrangements, such as coordinating catering for luncheons, for committee, and other meetings.

9. Perform general administrative duties such as but not limited to; filing, photocopying, taking and distributing meeting minutes, managing schedules, coordinating travel arrangements, scheduling appointments with internal and external parties, providing back up to switchboard, ordering supplies, sorting and distributing correspondence and maintaining database records.
   
   Requirements:
   

10. High School Diploma, GED or equivalent.

11. 1-2 years of experience providing administrative support preferably in the A/E/C industry

12. Knowledge of administrative and clerical procedures and systems such as word processing, e-mail, spreadsheets, and managing files and records and other office procedures at a proficient level.

13. Proficient in MS Office

14. General basic knowledge of and ability to learn project management software such as Revit, VICO and other related programs and systems
    
    Physical Demands and Working Environment:
    The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.
    
    Environment: Work is performed primarily remotely.
    
    Color Vision is an EOE - Race/Color/Sex/Religion/National Origin/Sexual Orientation/Gender Identity/Vets/Disabilities
    

15. This role is part time.

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