Apply on Employer Site

Hoar Construction · 2 days ago

Administrative Assistant

Allen, TX

Full-time

Onsite

Entry Level

1+ years exp

Hoar Construction is looking for an Administrative Assistant to support project documentation and correspondence for managers. The role involves handling various administrative tasks such as managing project information, coordinating invoices, and maintaining client data.

Building MaterialReal Estate

H1B Sponsor Likely

Responsibilities

Read and analyze incoming memos, letters, and reports to determine their significance and distribute appropriately

Create and maintain project information in project management system; create subcontracts, purchase orders, change orders and their respective attachments as well as generating transmittals per Project Manager’s request for plans and specifications and pay requests

Correspond on routine inquiries with subcontractors and vendors at the beginning and throughout the duration of a project, fax or email correspondence to the field or other locations as needed

Coordinate invoice routing and monitor payments to subcontractors and vendors

Enter and maintain client and prospect data in automated system

Generate and edit contract based documents through contract negotiations to produce final AIA owner contract documents. Produce owner AIA change orders as required

Answer and direct phone calls or take messages for appropriate parties

Verify insurance certificates and follow up to insure proper coverage is in place

Notarize, copy and distribute monthly pay application

Prepare agendas for meetings and make arrangements, such as coordinating catering for luncheons, for committee, and other meetings

Preparing plans and specifications for pickup/shipment

Perform general administrative duties such as but not limited to; filing, photocopying, taking and distributing meeting minutes, managing schedules, coordinating travel arrangements, scheduling appointments with internal and external parties, providing back up to switchboard, ordering supplies, sorting and distributing correspondence and maintaining database records

Qualification

MS OfficeProject management softwareAdministrative proceduresClerical proceduresCommunication skills

Required

High School Diploma, GED or equivalent

1-2 years of experience providing administrative support preferably in the A/E/C industry

Knowledge of administrative and clerical procedures and systems such as word processing, e-mail, spreadsheets, and managing files and records and other office procedures at a proficient level

Proficient in MS Office

General basic knowledge of and ability to learn project management software such as Revit, VICO and other related programs and systems

Company

Hoar Construction

The story of Hoar Construction is the story of people.

Founded in 1940

Birmingham, Alabama, USA

501-1000 employees

http://www.hoar.com

H1B Sponsorship

Hoar Construction has a track record of offering H1B sponsorships. Please note that this does not guarantee sponsorship for this specific role. Below presents additional info for your reference. (Data Powered by US Department of Labor)

Distribution of Different Job Fields Receiving Sponsorship

Represents job field similar to this job

Trends of Total Sponsorships

2025 (1)

2024 (2)

2022 (2)

2021 (2)