Construction Administrative Assistant

Avalon Bay Boston , MA 02298

Posted 5 months ago

Position Type: Full Time

Job Type: Non Exempt

State::MA City:Boston



AvalonBay is proud to be named one of Glassdoor's Best Places to Work in 2018.

AvalonBay Communities, Inc. is one of the nation's leading Real Estate Investment Trusts (REIT's), in the business of acquiring, selling, constructing, developing, redeveloping and managing high-quality apartment communities in high barrier-to-entry markets of the United States. These markets are located in the Northeast, Mid-Atlantic, Pacific Northwest and Northern and Southern California regions of the country. We currently own and operate approximately 82,000 apartment homes in the US and employ approximately 3,500 associates. We are currently searching for the right candidate to join our Construction team at our Boston regional office.

The Role

The Construction Administrator will provide administrative support to the Boston and Long Island Redevelopment Project Managers. Administrator will be responsible (where applicable) for the following:

  • Prepare general correspondence such as memos, letters, bid packages, reports, meetings, agendas, subcontractor contracts, purchase orders, change orders, permits and sales tax/insurance certificate requirements.

  • Processes invoices in Textura, iBeam and subcontractor electronic applications.

  • Acts as a liaison between insurance companies, subcontractors, and AvalonBay.

  • If a project is part of an Owner Controlled Insurance Program the Construction Administrator will coordinate with accounting on commitment and draw schedule processing.

  • Responsible for verifying that Subcontractors/Vendors comply with state sales tax requirements and act as a liaison between subcontractors/vendors and accounting.

  • Handles pre-construction activities including: Distributing and tracking construction plans, tracking permits, assisting in processing bid packages, creating and maintaining Buyout Log.

  • Assists in closing out of all accounts and prepares and processes electronic warranty manual/books.

  • As part of the Construction team, you may be required to coordinate with the Project Managers and Superintendents to establish an on-site redevelopment/construction office. Duties will include setting up phone/electric services, scheduling office equipment, purchasing office supplies and establishing accounts with vendors.

  • Responsible for ensuring that important information and urgent business matters reach the appropriate parties in a timely and satisfactory manner

  • Performs special projects as needed.

You Have...

The ideal candidate will be flexible, energetic, self-motivated, quick-thinking, and able to juggle multiple and diverse responsibilities as well as have a strong emphasis on organization and detail. He/she must have the willingness and ambition to learn and take on a variety of responsibilities.

Qualified candidates must possess the following:

  • 3+ years of administrative experience in the construction or related industry

  • Bachelor's Degree

  • The ability to prioritize in a fast-paced, deadline driven environment

  • Excellent follow-up, organizational skills, business acumen and attention to detail.

  • Strong proficiency in Microsoft Word, Excel and PowerPoint are required. (iBeam, Timberline and Textura experience preferred).Ability to read construction drawings is a plus

  • Able to communicate professionally, both written and verbal, with all levels of management and vendors

Additional Info

AvalonBay will consider for employment qualified applicants with criminal histories in a manner consistent with requirements under the law.

AvalonBay is an Equal Opportunity Employer.


Job ID 20844

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Construction Administrative Assistant

Avalon Bay