• Follows up on outstanding documents including subcontracts and contract related documents and correspondence for incorporation into project files.
• Coordinate the submittal, shop drawing, RFI processes with project team.
• Organizes and maintains file system including construction drawings, and files correspondence and other records electronically and in paper files.
• Coordinate proposal and bid package information and coordination of document releases.
• Meet time sensitive deadlines with accuracy while maintaining a high degree of customer service. Ability to work outside of normal business hours, if needed.
• Coordinate tracking contract status, vendor relations, worker verification logs, and meeting minutes.
• Write Purchase Order Requisitions for manager approval and processing.
• Coordinate the archiving of project files.
• Coordinate and compile Operations and Maintenance Manuals at project closeout as a customer deliverable.
• May assist with writing Subcontract Change Orders and coordinating payment of invoices.
• Proficient in Microsoft platforms. Bluebeam, SharePoint and AIA knowledge is a plus.
• Must be able to work in an open-office environment.
• Ability to prioritize multiple tasks, be a creative thinker and work within multiple teams.
• Communicate clearly both verbally and in written form.
• Setup up and organize for project meetings as required.
• Participate in the pool of candidates for receptionist backup.
• Performs other related duties as assigned.

Physical Demands & Work Environment

The physical demands described here are representative of those that must be met by a team member to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the team member is frequently required to stand, walk, sit, use hands, reach with hands or arms and talk or hear. They may occasionally be required to climb or balance, stoop, kneel, or crouch. Must occasionally lift and/or move up to 50 pounds. Specific vision abilities required include close vision.

Generally, normal office environment where noise level is moderate and temperature/humidity is controlled. Overtime may be required.

Supervisory Responsibilities

This position has no supervisory responsibilities.

The successful candidate will have bachelor’s degree or four (4) years of experience in an administrative position(s); or the equivalent combination both. Experience in construction or engineering firm is highly preferred. Must possess basic computer skills including the ability to utilize word processing, spreadsheets, software and e-mail. Experience with SharePoint is a plus. The selected candidate will have excellent communication skills. Must be physically present in the Lexington office.

The new team member should be an energetic, self-motivated individual who enjoys a team environment, as well as a passion for collaboration and professional development. If you are a high achiever striving to exceed expectations in a fast-paced innovative company, then Gray is the place for you.

The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EEO Disclaimer

Gray is proud to be an Equal Opportunity Employer and welcomes everyone to apply. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, or protected veteran status and will not be discriminated against on the basis of disability.