Job Description | Project Admin

Overview

Cookline is a construction management service company specializing in restaurants. We are passionate about delivering the best service to our clients by building quality restaurants in a seamless process.  We are proud to have been part of building some of the best dining spots in the Bay Area, including State Bird Provisions, Louie’s Gen-Gen Room at Liholiho Yacht Club, Protégé, Flour + Water Pizzeria and many more.

We are looking for a detail oriented, methodical and organized Project Admin to join our team on a full-time basis. This person will provide administrative support to our office and team, including both general office needs and project specific support. The ideal candidate has organizational experience and is looking to broaden his/her skill set through day-to-day involvement in construction projects.

This role reports to the Director of Operations. The General duties include:

General duties

·       Receiving and distributing inquiries received to the general email address and answering the main phone line

·       Scheduling meetings using Google Calendar and oversee shared company calendars

·       Managing inventory and ordering of office supplies, employee gear and equipment

·       Supporting the office and project teams with ad-hoc project-related tasks, as directed

·       Performing administrative duties such as filing, typing, copying, scanning, binding, etc.

·       Maintaining a safe and comfortable office environment, includes caring for plants, maintaining kitchen organization and stocking, scheduling office cleaning and trash pick-ups

·       Providing welcoming support to office visitors, including clients

·       Assisting in projects that promote company culture such as recognition for birthdays, anniversaries and employee achievements

·       Participating actively in the planning and execution of monthly office happy hours

Project duties

·       Maintaining client, subcontractor and vendor databases

·       Support project teams in maintaining insurance and liability documentation on projects

·       Drafting subcontracts

·       Managing DocuSign account, ensuring signed documents are filed correctly and project teams are informed

·       Creating initial documents at start of projects and setting up initial budget in Procore

·       Assisting with close-out documentation and organization at the end of each project

Requirements

·       Bachelor’s degree

·       Proficiency in Microsoft Office and Google Suite, additionally Smartsheet and Procore are a plus

·       Ability to think critically and problem solve effectively

·       Strong written and oral communication skills, with a high level of attention to detail

·       Proven administrative or assistant experience in any industry, experience in construction industry a plus.

·       An interest in the construction industry

·       Desirable: love of food and eating at great restaurants