We are seeking a detail-oriented Full-Time Administrative Assistant to provide comprehensive support in managing document processing and administrative tasks for our construction projects. The role involves preparing, reviewing, and tracking subcontract agreements, change orders, and lien releases. The candidate will work closely with the Office Manager and Project Managers to ensure efficient workflow and accurate documentation. This position requires strong organizational skills, basic accounting knowledge, and the ability to manage multiple tasks in a fast-paced construction environment. All work is done electronically, requiring proficiency in email communication and document tracking.
Key Responsibilities:
- Subcontract Agreements:
- Prepare subcontract agreements using pre-existing boilerplate templates, ensuring accurate input of key information (e.g., subcontractor name, contact details, project name, contract amount, etc.).
- Coordinate with Project Managers to ensure subcontractor proposals are reviewed and approved before generating agreements.
- Send agreements to Project Managers for final review and email completed documents to subcontractors.
- Track agreements and follow up with subcontractors to ensure timely return of signed contracts.
- Notify Project Managers once agreements are fully executed and file them electronically.
- Change Orders:
- Assist in the preparation of change orders based on approved subcontractor proposals and scope of work.
- Use standardized templates to input changes, ensuring accurate calculations for contract modifications.
- Verify that the accounting information, including original contract amounts and new change order totals, is correct.
- Send completed change orders to Project Managers and subcontractors, and track them until finalized.
- Lien Releases:
- Prepare lien releases using boilerplate templates, ensuring correct subcontractor information and payment amounts are included.
- Process lien releases on a monthly basis for all projects and notify subcontractors when payments are available.
- Ensure subcontractors provide executed lien releases before payments are processed.
- Track lien releases and ensure all documents are filed electronically.
Requirements
- Previous experience in an administrative or clerical role, preferably in the construction industry.
- Basic accounting skills to verify contract amounts, change orders, and ensure accuracy in financial documentation.
- Proficiency in using office software, including Microsoft Office Suite and email communication.
- Strong attention to detail and ability to manage multiple tasks simultaneously.
- Excellent communication skills, both written and verbal.
- Ability to work collaboratively with Project Managers and other team members.
- Strong organizational skills and ability to manage document tracking electronically.
- Advanced English
Benefits
Awesome Benefits for Our Team!
- Christmas Bonus: 30 days, to be paid in December.
- Major Medical Expense Insurance: Coverage up to $20,000,000.00 MXN.
- Minor Medical Insurance: VRIM membership with special discounts on doctor’s appointments and accident reimbursements.
- Dental Insurance: Always smile with confidence!
- Life Insurance: (Death and MXN Disability)
- Vacation Days: 12 vacation days in accordance with Federal Labor Law, with prior approval from your manager. + Floating Holidays: 3 floating holidays in addition to the 7 official holidays in Mexico.
- Cell Phone Reimbursement & Transportation Subsidy.
- Hybrid Scheme: Enjoy the best of both worlds, remote and in-office work. Multicultural Exposure: Work with operations within Mexico and United Satates.
- MezTal Internal Events: Strike a healthy balance between your professional and personal goals.
- Exclusive Discounts: Benefits with different companies for being part of MezTal.
- Academic Agreements: Access to national universities and language schools.
