Administrative Assistant to Building & Construction Department at Diocese of Venice in Florida

Venice, Florida, United States -

Full Time

Start Date

Immediate

Expiry Date

10 Feb, 26

Salary

0.0

Posted On

12 Nov, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Support, Time Management, Organizational Skills, Customer Service, Communication Skills, Microsoft Office Suite, ERP Software, Clerical Skills, Construction Software, Notary Commission, Project Management, File Management, Contract Administration, Financial Tracking, Attention to Detail, Fast-Paced Environment

Industry

Description

Job Title: Administrative Assistant to the Building & Construction Department (FT 35 hrs./wk.) Reports to: Director of Building & Construction Location: Catholic Center, Diocese of Venice in Florida | Venice FL Classification: Hourly/Nonexempt Overview This position provides administrative support to the Director of Building & Construction as well as Project Manager(s).The position will report directly to the Director of Building & Construction. Job Responsibilities * Answer and disseminate phone calls for the building department. * Maintain organized digital and physical filing systems aligned with standards. * Process incoming/outgoing mail and email for construction & real estate related matters. * Manage key inventory for property access. * Coordinate as needed services and work for the building department. * Maintain Notary Commission. * Work with Finance Department and support tracking and reporting on shared documents. * Responsible for new project setup via Construction Software. * Administer new contracts and change orders. * Manage and maintain electronic and hard copy project/real estate files. * Prepare Notice of Commencements. * Record and process pay applications for construction projects, property maintenance, and utilities through construction software/excel/Quickbooks. * Prepare job cost reports using ERP software. * Manage administrative project closeout process. * Assist the Chancellor’s office with administrative support in acquisition and disposition of real property. * Manage agricultural lease agreements. * Process property taxes as well as affirm tax exempt status. * Other job duties as assigned. Qualifications * High School diploma required, Bachelor’s degree preferred. * Minimum of 3 years of experience in construction/real estate support. * Outstanding time management, organizational skills and attention to detail. * Excellent customer service skills. * Professional in attitude and demeanor. * Excellent communication skills both written and oral. * Proficiency in Microsoft Office Suite, Acumatica, or other ERP software systems. * Proficiency in Outlook. * Excellent clerical skills regarding filing, follow-up. * Ability to work in an extremely fast-paced professional corporate environment.

Responsibilities

The Administrative Assistant provides support to the Director of Building & Construction and Project Manager(s) by managing communications, organizing files, and processing documentation related to construction and real estate. Responsibilities include handling mail, managing project setups, and assisting with financial tracking and reporting.