Administrative Assistant / HPM
On-site · Montgomery, Alabama, United States or Elmore, Alabama, United States
Job Summary
Administrative Assistant at HPM, responsible for handling documentation and correspondence to support managers. Responsibilities include creating and maintaining project information in project management systems; generating subcontracts, purchase orders, change orders and attachments; producing transmittals; coordinating invoice routing and payments to subcontractors/vendors; entering client/prospect data; producing/editing contract documents (AIA owner contracts) and owner change orders; answering calls; verifying insurance; greeting visitors; notarizing documents; preparing meeting agendas and coordinating catering; arranging pick-up/shipment plans; reading memos/reports to determine distribution; following up with subcontractors/vendors on signed documents; performing general administrative duties (filing, minutes, scheduling, travel arrangements, back-up for switchboard, ordering supplies, maintaining database records).
Required Qualifications
- High School Diploma, GED or equivalent
- 1-2 years of experience providing administrative support preferably in the A/E/C industry
- Knowledge of administrative and clerical procedures and systems such as word processing, e-mail, spreadsheets, and managing files and records and other office procedures at a proficient level.
- Proficient in MS Office, Adobe/Bluebeam; Procore experience preferred
- General basic knowledge of or ability to learn accounting software and systems
- Valid Driver's License required
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