Administrative Assistant for Mechanical Contractor Project Managers

Job Description

Job Description

Job Description

Buist Inc., a privately owned mechanical contracting firm, seeks a Project Management Administrative Assistant to support the management and administration of construction projects from award through closeout. This role works closely with Project Managers, field foremen, subcontractors, and owners to ensure projects are properly documented, organized, compliant, and financially tracked.

This position is ideal for someone who is highly organized, detail-oriented, and comfortable working in a fast-paced office environment.

Company Overview

Buist Inc. (buistinc.com) was established in 1938 and is located in Monmouth Junction, NJ. We provide plumbing, piping, sheet metal, and air conditioning services primarily within the hospital and pharmaceutical industries.

Dress code is casual. The work pace is fast and detail-driven, while the atmosphere is friendly, collaborative, and supportive.

Key Responsibilities

• Organize and set up job files once a project is awarded
• Manage and track contract documents, vendor proposals, and subcontracts
• Obtain insurance certificates for the project
• Review owner and construction manager contracts and assist with compliance
• Develop AIA Schedules of Values for partial invoicing on construction projects
• Request buy prices for materials, equipment, and subcontractors per estimates
• Assist with submittal for approval
• Prepare permit applications
• Prepare and submit Requests for Information (RFIs) related to drawings, specifications, and field conditions
• Assist in developing and pricing change orders
• Assist in tracking and managing job costs
• Manage material requests from field foremen
• Attend project management meetings and assist with documentation and follow-up
• Prepare project closeout documentation, including warranties, as-builts, and maintenance manuals
• Assist with scheduling and general administrative support, including answering phones

Required Capabilities & Qualifications

• Minimum of 2 years experience in a fast-paced, detail-oriented office environment
• Strong organizational and document management skills
• Proficiency in MS Word, Outlook, Excel, and MS Project
• Ability to manage multiple tasks and deadlines simultaneously
• Strong written and verbal communication skills
• Familiarity with construction documents, AIA forms, and project workflows preferred
• Construction or mechanical industry experience preferred
• Plumbing/HVAC familiarity a plus

Compensation and Benefits:

· Salary commensurate with experience

· Health Coverage: via Horizon BC/BS, for you and for any / all eligible dependents (some employee cost)

· Dental Coverage: via Aetna, for you and for any / all eligible dependents - company paid

· Group Life Insurance: 1 X Annual Salary Core Coverage - company paid

· Group Long Term Disability Coverage: 60% of base monthly wage - company paid

· 401(k) Plan: Company 100% Matches the First 3%, and 50% of the Next 2%, of Employee Deferrals; Employees are Eligible after 6 Months (1000 Hours) of Employment

· Year-End Incentive Bonus Plan: based upon overall corporate performance, pro-rated for all first-year employees

· Paid Vacation

· Paid Sick/Personal Days

· Paid Holidays – Eight each year (New Year’s, President’s, Memorial, Fourth of July, Labor, Veteran’s, Thanksgiving, and Christmas), plus Presidential Election Day

Job Type: Full-time

Buist Inc. (buistinc.com) is a privately owned mechanical contracting business established in 1938 and located in Monmouth Junction NJ. Our work includes plumbing, piping, sheet metal and air conditioning service mainly in the hospital and pharmaceutical fields. We are a Union contractor.

Company Description

Buist Inc. (buistinc.com) is a privately owned mechanical contracting business established in 1938 and located in Monmouth Junction NJ. Our work includes plumbing, piping, sheet metal and air conditioning service mainly in the hospital and pharmaceutical fields. We are a Union contractor.