Corporate Administrative Assistant-(Integrated Marketing + Development Group)

At DAVIS, we're redefining the way people experience construction by building success for all.

The Corporate Administrative Assistant is responsible for providing administrative and organizational support for the company. This position primary focus will be Integrated Marketing + Development (IM+D) Group supporting each of the IM+D departments – Estimating + Preconstruction, Marketing + Communications, and Pursuits.

ESSENTIAL DUTIES + RESPONSIBILITIES

• Perform responsibilities with excellence in service, integrity and building relationships as exemplified in DAVIS core values
• Set-up opportunities in the CRM system and associated folders / application templates
• Data entry, on a continuous basis, to maintain our CRM database (e.g. project data, opportunity data, client and contact information, employee data)
• Assist with assembling and distributing bid books, preconstruction reports and qualification / proposal / presentation materials as required
• Schedule bid rooms, conference rooms, and arrange lunch and all necessary supplies for internal meetings, as required
• Group point of contact for Business Solutions, Reception, Office Services and Mailroom needs
• Organize special team
• Assist with preparation of monthly and year-end reporting documentation (e.g. sub awards, IM+D monthly VP status reports, IM+D group meetings, etc.)
• Approve departmental invoices, monitor daily, as related to relevant departmental expenses (e.g. software invoices, meal expenses, document reproduction invoices, supply inventory, etc.)
• Assist with historical data entry
• Assist with researching and collecting market, client and/or competitor intelligence
• Disseminate electronic faxes for the office to the appropriate contacts
• Participate in weekly staff meetings
• Perform other duties as assigned

ESTIMATING + PRECONSTRUCTION SERVICES

• Ownership, and in-house expert, of DAVIS’ BID MANAGEMENT process + software (currently BuildingConnected):
  • Maintain and update estimating database, on a continuous basis, with up-to-date subcontractors, addresses, contacts, trade categories, service areas and any special designations (e.g. small business, Union, CBE, SWAM, etc.)
  • Issue invitation to bids / budgets (ITB’s), collect responses, update bidder status
  • Receive + share bid / estimate response status updates
  • Issue documents including any Addenda, Bid Notices or other supplementary info
  • Assist operations teams with Sub-list creation and document distribution
  • Process post-bid entries from the Bid Spreadsheets
• Promptly disseminate emails from shared estimating email folder to the proper contact (making bid days priority)
• Download and save documents to the proper location on the server
• Provide administrative support to the department
• Order and distribute hardcopies of project documents to the appropriate team members
• Assist with phone calls to subcontractors / suppliers to confirm bid status
• Coordinate and attend site visits with the team

MARKETING + COMMUNICATION SERVICES

• Assist with managing and completing employee subscription requests and associated payments – new subscriptions and renewals
• Data entry to track actual costs related to events, subscriptions, memberships and gifts
• Assist with completing corporate mailings and ordering/tracking client gift requests and
• Inventory management to track, and maintain adequate stock of marketing, brand, photography + promotional related materials

PURSUIT SERVICES

• Data entry, as required, to update and edit relevant collateral (e.g. resumes, references, project data sheets, experience charts)
• Inventory management to track, and maintain adequate stock of pursuit related materials

KNOWLEDGE, EXPERIENCE + SPECIAL SKILLS

*Required

• At least two (2) years’ experience in an administrative capacity*
• Ability to meet deadlines and prepare in advance for proper administrative support*
• Time management with the ability to organize, assess and prioritize multiple tasks, projects, and demands, and work independently*
• Possess strong verbal and written communication skills, and interact effectively at all levels within the organization
• MS Office – Microsoft Word, Excel, Power Point and Outlook experience*
• Preferred software experience with Adobe CS6 / Cloud experience (Acrobat and BuildingConnected experience, CRM
• Construction industry experience
• Blueprint Reading experience

The base salary (or hourly) range for this position is

DAVIS is committed to providing our employees with a competitive total compensation package that enhances your quality of life. DAVIS offers a 100% employer-paid health care plan (to include family), life insurance, short- and long-term disability benefits, and an annual contribution to your HSA. DAVIS also offers annual incentive bonus, paid time off + annual holidays, financial benefits (401(k), Roth, and ESOP), FSAs, fertility and family-forming assistance, and continuing education. Additional benefits include Employee Assistance Program (EAP), on-site fitness center, and parental leave. Eligible employees are provided a company vehicle or an auto allowance to support business activities.

The compensation and benefits information are provided as of the date of this posting. Benefits and incentive compensation may be subject to applicable eligibility. DAVIS reserves the right to modify compensation and benefits at any time, with or without notice, subject to applicable law.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

At DAVIS, our vision is to build a culture that is innovative, connected, and balanced.