Administrative Assistant/Project Coordinator- Bozeman

  • Jackson Contractor Group
  • Bozeman, MT, USA
  • Nov 09, 2020
Full time Administration Office

Job Description

If having a rewarding career where you do meaningful work, meet great people, get involved in the community, and have fun doing it is what you're after, look no further and keep on reading!

Headquartered in Missoula, Montana, Jackson Contractor Group, Inc. (Jackson) offers superior General Contracting, Construction Management, and Design-Build services. Established in 2000, Jackson has quickly become a regional general contractor employed by local, state, and federal agencies as well as private clients.  We provide a highly technical and sophisticated construction management service while operating on a local and personal level.

We differentiate ourselves from our competitors by combining capabilities and know-how found in large construction companies with the responsiveness of a small company. We have the size and resources to tackle a broad range of projects in different market sectors including Education, Commercial, Public/Government, Healthcare/Labs, Civil/Transportation, and Residential. Our expertise covers the full range of construction services allowing us to oversee a project from inception through warranty.

We currently employ over 200 employees across Montana and Washington with offices in Missoula, Bozeman, and Miles City, MT, and Walla Walla and Spokane, WA. At Jackson, we are in an exciting time of growth but also take pride in maintaining our culture and values consisting of safety, communication, quality, integrity, and pride, not necessarily in that order.  To do that we encourage all of our employees to build relationships through honest, open-minded, and effective communication, pursue learning, growth, and self-improvement, complete everything with pride of ownership and create a positive work-life balance.

Administrative Assistant

Summary of Responsibilities

The Administrative Assistant is a critical position within Jackson Contractor Group. The Administrative Assistant is the face of Jackson and is responsible for assisting all Jackson staff with coordination, organization, and management of office tasks. This position requires interaction with all types of people and backgrounds which requires a high level of pleasantness, approachability, and hospitality. The Administrative Assistant must be able to multitask and be highly detailed oriented, organized, and have the ability to prioritize as the position operates many different software and tasks simultaneously. 

The desired schedule is Monday-Friday, 9 am-3 pm. Hours are somewhat flexible, including the option of working 32 plus hours per week.

Essential Duties/Functions

  • Answer phone calls by operating a multi-line phone system and direct accordingly and maintain the telephone system contacts
  • Greet and accommodate visitors
  • Pick-up, open, sort, deliver, package, post, and drop off any mail and packages (USPS, UPS, FedEx, etc.) each day.
  • Maintain overall office organization, maintenance, and an appearance by tidying up as needed and scheduling general maintenance.
  • Perform opening and closing office procedures daily including but not limited to unlocking/locking doors, making coffee, tidying up, turning on/off lights, etc.
  • Ordering and management of office supplies including apparel, benefits paperwork kits, etc.
  • Scanning and/or filing various documents
  • Assist in the collection and management of subcontractor insurance
  • Department assistance as needed (Accounting, Operations, etc.)
  • Travel and training arrangements
  • Meeting arrangements (lunch, drinks, room set-up, etc.)
  • Any errands in and around town (mileage reimbursed or pool car available)
  • Other duties as assigned.

Project Coordinator

Summary of Responsibilities

Project Coordinators are responsible for assisting Project Managers, Project Engineers, Superintendents, and other project staff in the management, organization, and tracking of project documentation. These items may include contracts, submittals, LEED documentation, compliance documentation such as insurance, lien waivers, and certified payroll reports and project closeout tasks as well as Estimating assistance.

Essential Duties/Functions

  • Order and retain Owner contracts and/or AIA contract documents and coordinate with client to submit appropriate information
  • Proof and send out Subcontracts, Purchase Orders, Change Orders, etc. upon Project Manager approval, attach appropriate documentation
  • Open and close permits as necessary (City, County, State, SWPPP, Utilities)
  • Create project brochures and hard hat stickers
  • Set-up projects on Procore and the Portal
  • Organization of electronic project documents
  • Collect, follow up on and track executed commitments, subcontractor insurance, certified payroll, and lien waivers for each subcontractor, supplier, and their subs/suppliers
  • Process submittals, RFIs, SIs, PRs, LEED documentation, etc. as directed by other project staff
  • Pay Application documentation (lien waivers, notarizing, transmittal for payment)
  • Attend project related meetings
  • Create Operations & Maintenance Manual to be submitted for the owner’s use
  • Reconcile field and office files, archive project documentation
  • Other duties as assigned

Other Requirements

  • Handle all interactions with coworkers, subcontractors, clients, the public, etc. in a manner designed to build and maintain long term relationships.
  • Go the extra mile to ensure the project is successful and with complete satisfaction of the client by double checking all critical work deliverables to minimize mistakes.
  • Complete all tasks with pride of ownership.
  • Never stop improving by initiating personal development strategies and suggestions for company-wide process improvements.
  • Excellent written and verbal communication skills.
  • Self-motivation, punctuality, and the ability to manage multiple tasks.

Experience & Skills Desired

  • Office experience is desired
  • Preferred experience with the following programs:
    • Microsoft Office Suite including Word and Excel

Certificates & Licenses

  • State of Montana Notary is desired


Health benefits are available to employees working 32 plus hours per week.

  • Jackson Contractor Group, Inc. is a member of the Montana Contractor's Association, providing 100% employer-paid retirement plan and health insurance for employees and their family, short-term disability, and 401k.
  • Benefits also include additional short-term disability, paid holidays, paid time off, and much more! To see all benefits offered, please refer to our Careers page.