Executive & Operations Assistant

EXECUTIVE & OPERATIONS ASSISTANT

The role of the Executive & Operations Assistant is to provide support to the Vice President of Operations (VPO) on a day-to-day basis.

The Executive & Operations Assistant also facilitates the organizational management of emails and scheduling to provide support to the VPO. This includes overseeing all incoming emails, calendar scheduling, managing all internal/external communication as it relates to bid reviews, project reviews, contract reviews and internal/external time sensitive, critical situations. 

Key Responsibilities and Activities

• Support VPO in all aspects as required.
• Manage daily schedule and keep calendar updated.
• Assist with agenda preparation, meeting preparation and notetaking on behalf of VPO.
• Interface with internal and external clients.
• Oversee all incoming emails and ensure proper follow up. 
• Draft internal and external correspondence.
• Act as employee/management liaison. 
• Provide updates on meetings with the project management team, estimating team, and any significant clients’ meetings to BMC Ownership.
• Initiate and follow up with Project Managers on completion of projections.  Ensure that monthly meetings occur. 
• Assist VPO in contract review process including follow up communication.
• Assist VPO with new or outstanding claims including communication with legal team. 

Additional Responsibilities/Activities

• Assist with building and maintaining the product submittal packages based on job specifications.
• Assist with requesting quotes for fixtures, equipment and large material purchases and subcontractors or consultants. 
• Prepare comparison spreadsheets of fixtures, specialties, equipment and large material quotes for review and select vendors with the VPO or Project Managers. 
• Prepare subcontractor contracts for review and approval by the VPO or Project Manager for execution.
• Attend in-house preconstruction startup and turnover meetings and take notes on behalf of VPO.
• Maintain Change Estimates, Transmittals, RFIs, and other logs.
• Maintain any needed recordkeeping devices for a clear representation of the projects history.
• Participate in cross training for team member duties in order to assist with team members’ workloads as needed for the success of the projects.

Minimum Requirements 

• Solid organizational skills; must be able to prioritize multiple tasks.
• Ability to work independently and as part of a team.
• Attention to detail and follow-through are critical.
• Ability to handle deadlines and work under pressure.
• Construction experience highly desired.  Plumbing or HVAC experience is a plus.
• Superior organizational and time management skills.
• Strong computer skills in Word, Outlook, Excel, PowerPoint, and MS Teams.
• Work well under pressure, understand and relay to others sense of urgency as needed.
• Proactive attitude and ability to prioritize and manage constantly shifting priorities.
• Possess a high level of discretion and confidentiality.
• Detail oriented and ability to take initiative on essential business priorities.
• Type accurately 55 - 60 words per minute.
• Excellent verbal and written communication skills

Pay Range $28.85 - $30.00 hourly.

Essential Mental Functions

Ability to multi-task in a fast-paced environment while meeting critical deadlines.  Accustomed to priorities changing and have problem-solving skills.

Essential Physical Functions

• Ability to operate a computer keyboard, mouse and other devices.
• Ability to sit for long periods of time.
• Ability to lift 20 lbs.
• Ability to show up for work daily.

Equipment Used

Computer utilizing the following programs: Excel, Word, and Outlook, fax, telephone system, postage machine, and copier/scanner.