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Administrative Assistant- Construction Administration Specialization

Company: Woolpert, Inc.
Location: Virginia Beach
Posted on: May 16, 2020

Job Description:

Woolpert, Inc. is a cutting-edge national architecture, engineering and geospatial (AEG) firm that delivers value to clients by blending engineering excellence with innovative technology and geospatial applications. Woolpert continues to be certified as an Employer of Choice by Great Place To Work(R). We believe great companies are built from exceptional people and amazing clients. Because of our growth, we are seeking an experienced Administrative Assistant, based in our Dayton, Ohio or Virginia Beach, Virginia Woolpert offices.

The Administrative Assistant- Business Administration will manage the administrative processes of creating and modifying templates for client facing submittal (specification) work using MS Office products and Adobe Acrobat, assist with construction administration for projects, provide support, as needed, for day to day administrative support, and coordinate with on site and off site teams to gather information. This individual will also coordinate and prepare specifications per discipline including quality review and be familiar with specification software such as Specs Intact, MasterSpec and SpecLink.


* High School Diploma, GED or Associates Degree and at least two (2) years of professional experience related to the responsibilities listed.

* Two (2) or more years of professional experience with Microsoft Office experience and Adobe Acobat

* Two (2) or more years of experience with software used to develop spreadsheets, data bases, and word processing documents.

* Experience with specification software Specs Intact, MasterSpec and SpecLink preferred


* Assist with all Construction Administration initiatives staff support including;

* Attending planning meetings, take notes, determine specs, coordinate with project staff to address contractor questions and answer directly to contractor, support bid process and pricing, and shop drawings

* Coordinating reviewing and follow-up on CA (construction administration) support documentation such as submittals and (RFI) requests for information

* Assisting with distribution of contractor record drawings, change orders, as related to construction

* Post information and maintain project websites as required.

* Creates and modifies documents, drafts, reports, correspondence and forms, using company adopted software.

* General Office Support as Needed

* Coordinates conference room reservations and in-house meetings including necessary equipment setup and food and or beverage accommodations.

* Performs general administrative duties, such as, photocopying, faxing, mailing, and filing; sorts incoming mail, faxes, and deliveries for distribution as needed.

* Answers incoming calls by the third ring in a professional and courteous manner, directs phone inquiries to the appropriate staff member.

* Works independently to prioritize, plan and organize standard administrative work to accomplish support to office or team, providing solutions and requesting approval, as needed.

About Woolpert

Woolpert is committed to a vision to become the premier architecture, engineering and geospatial (AEG) firm, and one of the best companies in the country. It's a vision we've been fine-tuning for decades. It guides our decisions and investments, provides our clients with optimal solutions and offers our employees unrivaled opportunities. Woolpert is recognized as a Great Place to Work by its employees and is America's fastest-growing AEG firm. With more than a century of experience, close to 1,000 employees and 30 offices, Woolpert supports public, private, federal, and U.S. military clients nationally and around the globe. For more information, visit and connect with us on LinkedIn, Twitter and Facebook.

Presenting Opportunities and Challenges at Every Turn...

As a firm that recognizes the importance of developing top talent from within, our employees have access to a wide range of training and coaching programs and are rewarded for their achievements through our excellent benefits package and competitive salaries.

Our vision:

Learn more about our "Great Place To Work" certification:

Woolpert provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.


Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities


The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor s legal duty to furnish information. 41 CFR 60-1.35(c)

Keywords: Woolpert, Inc., Virginia Beach , Administrative Assistant- Construction Administration Specialization, Professions , Virginia Beach, Virginia

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