Administrative Assistant - Construction Management
Fairfield Residential

Charlotte, North Carolina

Posted in Property and Housing

Job Info

Administrative Assistant - Construction Management

Administrative support for Construction Management Team to include processing contracts, purchase orders, change orders and budget revisions. This position also maintains contractor insurance and licensing.


  • High School Diploma

  • Minimum 2+ years of general office experience
  • Experience in the Construction or Real Estate Industry strongly preferred
  • Some Insurance background desired, but not required
  • Some contractor and business licensing knowledge desired, but not required
  • Basic accounting knowledge desired, but not required

Skills, Knowledge & Abilities:
  • High-level proficiency in MS Office including Excel and Word required
  • Knowledge of Adobe Acrobat and Sharepoint
  • Knowledge in Yardi, desired but not required
  • Excellent customer service and interpersonal skills
  • Prioritization of work schedule to maximize efficient time management to meet daily and specially requested tasks and/or deadlines
  • Demonstrate dependability, flexibility and teamwork
  • Ability to follow oral and written instruction
  • Ability to interact and communicate effectively, verbal and written
  • Records and Information Management
  • Superior attention to detail
  • Ability to work productively individually and as a team
  • Strong problem-solving abilities (critical thinking/deductive reasoning)

Essential Duties:
  • Process and Review Contracts, Purchase Orders and Change Order requests received from the Project Managers
  • Coordinate Information regarding State/County/City License Requirements based on the Project Location
  • Review Budgets to ensure all contracts, change orders and purchase orders are within the current budget
  • Create Job Folders with applicable templates, including Contract Boilers and any and all necessary templates as new jobs are acquired
  • Obtain and review insurance requirements, updates and continues to maintain all certificates of insurance for their prospective jobs
  • Enter and process Contracts, Purchase Orders and Change Orders in Yardi
  • Update Project Logs regularly
  • Email Contracts, Purchase Orders and Change Orders to Contractors for signature
  • Process Credit Applications as needed
  • Order appliances and ensure deliveries arrive on their scheduled dates for their prospective jobs. Maintain accurate records of records and follow up accordingly.
  • Scan and Upload all documents to Sharepoint and/or Yardi
  • Participates in company required training by established deadline.
  • Complies with all Fairfield standards, applicable health and safety rules and regulations, as well as applicable local, state and federal laws.
  • Any other duties or responsibilities that may be assigned.

At Fairfield, we are proud to be a leader in the multifamily housing industry. We are passionate about creating exceptional and luxurious apartment living. Among the most experienced multifamily companies, Fairfield has developed and acquired over 975 communities since 1985. We are an award-winning company that proudly employs over 1,300 associates who are dedicated to serving our customers at our apartment communities located in over 30 markets nationwide.

We have a great opportunity for you to work side by side with our passionate, bright and highly experienced professionals in the Multifamily Housing industry.

Why consider us?
  • Competitive Salary and Benefits Package.
  • Careers are made at Fairfield- We are committed to developing our staff through our robust in-person, online and social training. Promotions from within are encouraged.
  • Environmentally Aware- Fairfield leads the industry through our Living Green Program and our LEED Certified communities.
  • Award Winning- Fairfield is recognized for our customer service, training and professionalism.
  • Cutting Edge Technology- Fairfield utilizes innovative property leasing and accounting software that maximizes productivity.

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