Administrative Assistant

Overview

We are seeking an experienced Administrative Assistant to work in our Lexington, Kentucky office.

Why Gray?

Gray is a fully integrated, global service provider deeply rooted in engineering, design, and construction, along with smart manufacturing and equipment manufacturing services. Consistently ranked as a leader in the industry, we focus on the following markets for domestic and international customers: Food & Beverage, Manufacturing, Automotive, Distribution, Mission Critical, and Commercial.

Founded in 1960, Gray's robust offering enables us to create one-of-a-kind solutions at the highest levels of customization, delivering unmatched precision and partnership to some of the world's most sophisticated organizations. Still, these areas don't define Gray-our people do. Passion, commitment, and a great team spirit all speak to the team members at Gray.

What we expect… (Essential Functions)

Under the direction of the Vice President, Distribution & Commercial Markets, or their designee, this position will provide administrative support to the construction group, by performing the following duties:

• Follows up on outstanding documents including subcontracts and contract related documents and correspondence for incorporation into project files.• Coordinate the submittal, shop drawing, RFI processes with project team.• Organizes and maintains file system including construction drawings, and files correspondence and other records electronically and in paper files.• Coordinate proposal and bid package information and coordination of document releases.• Meet time sensitive deadlines with accuracy while maintaining a high degree of customer service. Ability to work outside of normal business hours, if needed.• Coordinate tracking contract status, vendor relations, worker verification logs, and meeting minutes.• Write Purchase Order Requisitions for manager approval and processing.• Coordinate the archiving of project files.• Coordinate and compile Operations and Maintenance Manuals at project closeout as a customer deliverable.• May assist with writing Subcontract Change Orders and coordinating payment of invoices.• Proficient in Microsoft platforms. Bluebeam, SharePoint and AIA knowledge is a plus.• Must be able to work in an open-office environment.• Ability to prioritize multiple tasks, be a creative thinker and work within multiple teams.• Communicate clearly both verbally and in written form.• Setup up and organize for project meetings as required.• Participate in the pool of candidates for receptionist backup.• Performs other related duties as assigned.

Who we want… (Requirements)

The successful candidate will have bachelor's degree or four (4) years of experience in an administrative position(s); or the equivalent combination both. Experience in construction or engineering firm is highly preferred.

Must possess basic computer skills including the ability to utilize word processing, spreadsheets, software and e-mail. Experience with SharePoint is a plus. The selected candidate will have excellent communication skills. Must be physically present in the Lexington office.

The new team member should be an energetic, self-motivated individual who enjoys a team environment, as well as a passion for collaboration and professional development. If you are a high achiever striving to exceed expectations in a fast-paced innovative company, then Gray is the place for you.

EEO Disclaimer

Gray is proud to be an Equal Opportunity Employer and welcomes everyone to apply. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, or protected veteran status and will not be discriminated against on the basis of disability.

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