• Document Support Assistant

    Job Locations US-NY-New York
    Requisition ID
    Administrative and Support Services
    Company : Name
    Gilbane Building Company
  • Overview

    The Project Technical Support Assistant oversees all aspects of the document control and administration of the office.  The Project Technical Support Assistant provides overall administrative assistance to the entire project staff.


    • Provide support to Project Managers, Project Superintendents, and other field personnel.
    • Liaison between main office at 88 Pine Street and project site
    • Assist with preparation of contracts, change orders, purchase orders, as needed.
    • Maintain the project calendar Itinerary
    • Prepare closeout documents for subcontractors at the completion of their contract.
    • Assist with preparation and distribution of Monthly report
    • Maintain Contract Documents Revisions (Drawings & Specs), Bluebeam
    • Create and maintain logs in SMART APP for Submittals, RFIs, Change Orders, Insurance, accident reports and Permits.
    • Receiving, stamping, logging, and distributing documents in/out and around the job-site.
    • Managing the project photo library and video documentation
    • Maintain field office filing system and project drive
    • Assist with the Compliance Log, Insurance certification, signed contracts, waivers, liens
    • Procuring, inventorying, and controlling field office supplies
    • Track enrollment reports for OCIP Contractors, request submittals and follow up for corrections.
    • Research, locate and retrieve all documents requested by outside counsel in defense and indemnification of DOB, DOT and project violations
    • Monitor Site Compliance
    • Assist with preparation with all claim reports from job sites after investigation by Site Safety Coordinators.
    • Assist with M/WBE, ICAP, LEED, IAQ Compliance, EEO resident compliance
    • Assist in the organization & distribution of meeting minutes
    • Assist with project closeout
    • Attend owner’s meetings as necessary for project



    •High School Diploma required; Associate’s/Bachelor’s Degree Preferred.
    •Requires 1-3 years of experience in the field or related area.
    •Or equivalent combination of education and experience



    •1 – 3 years experience as an administrative support professional
    •Some knowledge of commercial/institutional construction projects
    •Knowledge of Prolog, JD Edwards is a plus
    •Excellent capabilities in Microsoft Excel and Word are required
    •Strong Technical and communication skills are critical



    Gilbane offers an excellent total compensation package which includes competitive health and welfare benefits and a generous profit-sharing/401k plan. We invest in our employees’ education and have built Gilbane University into a top training organization in the construction industry. Qualified applicants who are offered a position must pass a pre-employment substance abuse test. Gilbane is not accepting unsolicited resumes from third party recruiters at this time.


    Gilbane is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to age, color, national origin, race, religion, sex, sexual orientation, gender identity, protected veteran status, or disability status.


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