Job description

A GRADE Property Restoration is a licensed restoration contractor that specializes in fire, water, and storm damage repairs of all sizes and types for commercial, multi-family, and residential properties.

We are seeking a full-time, adaptable, detail-oriented, and motivated Construction Administrative Assistant to join our team to support construction field personnel.

The right candidate will be energetic, eager to tackle new tasks and enjoys a challenge in a fast-paced environment. The person in this role is expected to be technologically proficient to assist Construction Project Managers keep jobs on-track, encourage open communication between team members, clients, sub-contractors, insurance adjusters and vendors as well as maintain up-to-date project records. Prior constuction industry related experience PREFERRED.

Responsibilities:

• Assist Project Managers and Owners with a variety of construction related administrative tasks.
• Take ownership of the role to maintain efficient time management to prioritize workflow.
• Communicate with clients, subcontractors, insurance adjusters and vendors in a professional manner.
• Coordinate with Production Team to gather details on job status and relay information to the customer.
• Respond to customer inquiries and concerns regarding the reconstruction process via phone, email, and text message in a timely manner.
• Record and document all communications with the customer and promptly share pertinent details with the Production Team.
• Facilitate resolution of customer concerns while upholding the company’s reputation.
• Contact adjusters throughout the insurance claim process to ensure all information has been submitted for timely payouts to be made.
• Data entry and electronic communication tasks - Manage, oversee, and make entries into project tracking software to include, but not limited to homeowner invoices, change orders and supplements, sub-contractor invoices and vendor bills.
• Set-up new client profiles, projects, and sub-contractor information; Keep all physical and on-line project folders and sub-folders organized.
• Prepare client contracts, change orders, insurance supplements, purchase order, sub-contractor agreements and other project related documentation based on scope, pricing, and payment plan as per Owner, Project Manager or Department Manager instructions.
• Send out documents for e-signature, track and follow-up on status to secure all necessary signatures; Ensure all signed files are saved in project folders.
• Support Project Managers in preparing construction related zoning and building permit applications. Follow-up with town Construction Departments on permit status and fees. Coordinate with Project Managers to schedule inspections.
• Recruit sub-contractors to work on insurance related re-construction projects. Obtain all necessary sub-contractor documents for newly vetted sub-contractors. Keep Certificates of Insurance records up-to-date and filed.

Job Qualifications:

• Knowledge of construction industry preferred.
• Experience with residential construction permitting process/paperwork a plus.
• Three-year relevant experience in an Office Administrative role.
• Computer savvy with proficiency in MS Office (Outlook, Word, Excel).
• Working Knowledge of office equipment (printer/fax/scan).
• Excellent oral and written communication skills. Must be professional while maintaining sensitivity to the needs of our clients.
• Critical thinking with proactive problem-solving skills. Proven ability to multi-task and thrive in a fast-paced environment to handle multiple tasks and assignments at the same time.
• Ability to work independently and cohesively as part of a team, and open to accepting direction when needed.
• Driven, resourceful, self-motivated with can-do and positive attitude.
• Well organized, address tasks with a sense of urgency and ability to prioritize work to meet critical deadlines.
• Valid NJ driver’s license clear of multiple and/or major violations.
• Be willing to have a background check.
• In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.

Schedule:

• Monday to Friday 8 am – 5 pm (1-hour unpaid lunch)

Benefits

• Salaried position - exempt, not eligible for overtime
• Company paid for individual Health & Dental Insurance for employee (after 90 days)
• Paid time off (after 90 days)
• Paid Holidays
• 401(k) (after 90 days)

We support and hire Veterans and we are an Equal Opportunity Employer!

Job Type: Full-time

Pay: $52,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off

Schedule:

• 8 hour shift

Ability to commute/relocate:

• Ledgewood, NJ 07852: Reliably commute or planning to relocate before starting work (Required)

Application Question(s):

• Explain any relevant knowledge or experience you may have working in the construction industry as an admin supporting a construction field team.

Experience:

• Office Admin: 3 years (Preferred)

License/Certification:

• NJ Driver's License (Required)

Work Location: One location

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