Build your career at DeSilva Gates Construction, where you’ll be part of a team delivering major infrastructure projects across Northern California. We are seeking a detail-oriented Administrative/Executive Assistant to join our team in Dublin. The ideal candidate thrives in a fast-paced environment and enjoys wearing many hats- from coordinating contracts and supporting estimating efforts to managing executive calendars. In this role, you will be balancing high-level executive support with hand-on administrative responsibilities, helping drive productivity by anticipating needs and keeping both executive and administrative functions organized
Responsibilities
Responsibilities will include but not be limited to:
Contract & Subcontract Administration
- Prepare and process subcontract agreements, purchase orders and hauler agreements.
- Compare and execute subcontracts.
- File preliminary notices.
- Order insurance for new and existing projects.
Estimating Support
- Assist the estimating team with bid closings.
- Assist estimators with various administrative and project-related tasks.
- Order plans and specifications through various agencies.
- Perform other assigned tasks and duties as directed by Manager & Chief Estimator.
Administrative & Office Support
- Prepare letters as needed (including Union letters, bid proposal letters and Notice of Intent letters)
- Answer and direct phone calls.
- Deliver inner-office mail.
Compliance & Good Faith Efforts (GFE)
- Post ads for minority requirements (Goof Faith Efforts).
- Send solicitations to subcontractors and vendors.
- Make follow-up phone calls and send emails/faxes.
- Assemble and submit required documentation packages to agencies.
Executive Support
- Manage calendars, including scheduling meetings, appointments and travel.
- Coordinate across multiple stakeholders to resolve scheduling conflicts.