Founded in 1966, The Hayner Hoyt Corporation is a privately held commercial construction management company located in Syracuse, New York. From our first day of operation, our philosophy has been to provide exceptional service and build a quality product for our customers. We emphasize transparency and openness in everything we do and our customers return to us on a continuing basis for our services. We take pride in customer satisfaction and as a result nearly 100% of our work is negotiated work or select bid lists from repeat customers.
 

We operate primarily in Central and upstate New York and have also managed projects in other locations for current and/or former customers. Hayner Hoyt has a wide range of project experience from simple renovations to expansive ground-up new construction. Our portfolio includes successful projects in hospitals, medical centers, higher education, student housing, state-of-the-art athletic and recreational facilities, manufacturing, food processing, hospitality, warehouses, historic renovations, financial institutions, skilled nursing homes, churches, apartment and townhouse complexes, big box retail stores and shopping centers, restaurants and commercial office complexes.

The Hayner Hoyt Corporation, a 50+ year leader in the commercial construction industry in Central and Upstate New York, is seeking an Administrative Assistant who will provide clerical and administrative support for the estimating/preconstruction team to ensure bids are completed in a timely and efficient manner.

Job duties include, but are not limited to:

• Order, receive and file project drawings and specifications (either electronically or in hard copy) and make available for subcontractor review as directed.
• Coordinate plan and spec locations, either builders’ exchanges, print shops, websites, etc. Notify trade publications such as Dodge and CDN about project if directed.
• Review bid specifications to identify bid specific insurance and bonding items. Ensure and obtain required pricing and bid documents prior to bid due date.
• Update and maintain subcontractor database and outside vendor listings. Send out and receive vendor qualification packages for review. Develop departmental forms as needed.
• Assist with administrative functions throughout the preconstruction and bid development process as needed, including phone calls, memos, faxes, e-mails, subcontractor/supplier coordination, product research, etc.
• Coordinate the notification and distribution of addendums to subcontractors/suppliers as requested.
• Prepare/fill out bid form with general information, obtain signatures, etc. Ensure bid is complete and notarized as required. Identify and complete all project specific bid requirements.
• Identify a bid runner if needed. Coordinate schedule, directions, delivery requirements and assist in bid runner communication for any last minute changes.
• Assist in preconstruction process as requested including but not limited to identifying vendors and ordering samples, soliciting vendor pricing or suggestions for value engineering, soliciting quotes for pre-con services such as architects, testing companies, site vendors etc.
• Organize and maintain estimating files. Manage plan and spec storage and disposal.
• Coordinate estimating and blue print printers’ supplies and or service calls with IT staff.
• Perform data entry and set up estimating files and/or confirmed jobs in estimating and production software. Assist with creating and scanning of project Super’s books.
• Enter preconstruction and contract information into Procore management software as directed.
• Assist other administration staff as requested.

• HS diploma or equivalent required.
• Associates degree in secretarial science or equivalent preferred.
• Experience in the commercial construction field desirable. Minimum of 2 years of relevant office, administrative, and/or clerical experience required.
• Notary Public State of New York designation desirable.
• Strong computer skills and the interest and ability to learn new software programs. Excellent word processing and data entry skills.
• Ability to communicate effectively, both orally and in writing.
• Ability to multitask, and skilled in organizing work and establishing priorities.
• Ability to develop and maintain record keeping systems and procedures.
• Ability to create, compose, and edit written materials.
• Ability to send/receive email messages, post information to a database or spreadsheet, and perform basic word processing and/or data entry.
• Excellent attention to detail.

We don’t just build buildings…We build careers. We have been ranked as a Best Company to Work for in New York State for the past 11 years in a row. We offer an excellent work environment, competitive salary and comprehensive benefit program. Learn more about us at www.haynerhoyt.com.

We are an Equal Opportunity Employer and a drug free workplace.

We do NOT offer visa or employment sponsorship for this position.

Qualified applicants only please. We DO NOT use search firms or employment agencies.