Project Coordinator / Administrative Assistant
Help us start up our new buisness office in Madision!
Madison, WI 
Posted 12 days ago
Job Description
The primary responsibility of this position is to provide a wide range of administrative support and coordination to C.D. Smith Madison business office.  This role supports the Operations Director, Project Managers and Project Engineers based in the Madison office to executes the project specific administrative work required to set-up, plan, perform and close-out projects.  Performs a variety of administrative functions including greeting visitors, general office administration, data entry, information collection and reporting, scheduling functions and handling information of a confidential nature. Provides oversite to the front Madison office and is the first point of contact for customers and clients

Essential Functions:
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Administrative Assistant
  • Draft, compose, and send correspondence, letters, memos, and meeting minutes.
  • Prepare, update and maintain various records, forms, lists, spreadsheets and other paper and electronic documents.
  • Greet visitors and direct them to appropriate individuals.
  • Manage multi-line telephone to answer, screen, or forward calls, providing information or taking messages as necessary.
  • Order and maintain various office and business supplies.
  • Collect, sort, distribute, or prepare mail, and courier deliveries.
  • Maintain office equipment and related supplies.
  • Coordinate food and beverages for various meetings.

Project Coordinator
  • Assists Project Managers in the coordination of information and documentation tasks relevant to the success of the project.
  • Gather, organize, file and distribute project paperwork, information, and communications for Project Managers. 
  • Draft, compose, and send correspondence, letters, memos, and meeting minutes.
  • Prepare, organize, update and distribute various logs, records, forms, lists, spreadsheets, job plans and other paper and electronic construction related documents and information for each project.
  • Assists Project Manager with project schedules, logistics, and communications with owners, subcontractors and suppliers.
  • Review proposals and create comparisons for Project Manager approval.
  • Obtain estimates from vendors and write POs – Commitments
  • Compose, submit and monitor the process of timely RFI submittal, distribution and response with design team, project team and subcontractors.
  • Create a list of the required submittals and closeout documents on a project per the specifications.
  • Prepare and monitor the process for approved and rejected submittals required on each project.
  • Ability to complete tasks utilizing a variety of project management software platforms.
  • Update and distribute project construction plans.
  • Assist in obtaining any required permits.
  • Assists with the execution of project close-out requirements.
  • As requested, assist project manager in coordinating and obtaining LEED related data, information, and documents.  Utilize USGBC’s LEED tool to compile and complete on-line submissions.
  • As requested, assist in the preparation of Waste Management and Construction Indoor Air-Quality Management plans.
  • As requested, participate in audits and construction project planning meetings.
Required Education and Experience:
  • Associate Degree in Construction Management, Business Management or related field is preferred. Or, an equivalent combination of education, training and work experience.
  • 2-3 years work experience in a professional business administration role.
  • 2-3 years work experience in the construction industry would be a plus.
Essential Job Knowledge, Skills and Abilities:
  • General knowledge of construction and project management processes and procedures.
  • Knowledge of record keeping, report preparation, filing methods and records management techniques.

C.D. Smith is an equal opportunity employer. All qualified applicants will be considered regardless of sex, race, color, religion, national origin, age, disability, or any other protected status under applicable federal, state or local law. Unlawful discrimination or harassment based on any of these characteristics will not be tolerated.


Job Summary
Employment Term and Type
Regular, Full Time
Salary and Benefits
C.D. Smith provides medical, dental and vision coverage to you and your family at NO cost!
Required Education
High School or Equivalent
Required Experience
2 to 10 years
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