Administrative Assistant

Why Gray?

Gray is a fully integrated, global service provider deeply rooted in engineering, design, and construction, along with smart manufacturing and equipment manufacturing services. Consistently ranked as a leader in the industry, we focus on the following markets for domestic and international customers: Food & Beverage, Manufacturing, Data Centers, Distribution, and Advanced Technology.

Founded in 1960, Gray’s robust offering enables us to create one-of-a-kind solutions at the highest levels of customization, delivering unmatched precision and partnership to some of the world’s most sophisticated organizations. Still, these areas don’t define Gray—our people do. Passion, commitment, and a great team spirit all speak to the team members at Gray.

Who we want… (Requirements)

Bachelor's degree from four-year college or university and one year of related experience; or minimum of five years related experience and/or training; or equivalent combination of education and experience. LEED accreditation required.

Must possess basic computer skills including the ability to utilize word processing, spreadsheet and e-mail applications.  May also require working knowledge of scheduling applications.

The new team member should be an energetic, self-motivated individual who enjoys a team environment, as well as a passion for collaboration and professional development. If you are a high achiever striving to exceed expectations in a fast-paced innovative company, then Gray is the place for you.

The requirements listed above are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

What we expect… (Essential Functions)

• Perform quantity take off(s), cost estimates and bid solicitation as directed by supervisor.
• Provide research options and regulation information as required. Investigate and resolve issues on behalf of management.
• Purchase and coordinate the delivery of certain materials or services for the project(s) ensuring optimum prices, quality and conformance to specifications and budget. Ability to approve change orders and invoices.
• Review vendor or subcontractor submittals for construction or internal operation's related Projects.
• Assist in the preparation of various reports to assist in the successful management of the
• project(s), such as: monthly red files, progress analysis/schedules, billings and status reports.
• Assist in the organization and maintenance of job files to ensure continuity of work flow.

• Communicate effectively with customer, direct consultants and sub-contractors on the project(s).
• Direct the day-to-day duties of administrative staff.
• Responsible for all components related to LEED certified buildings, creating the application, determining the rating system, registering the project, tracking progress, organizing data, communicating with subcontractors, budgeting as it related to the entire cost of the project.
• Responsible for the development and implementation of policies/procedures in regards to submittals, proposals, invoices, and change orders.
• Other duties may be assigned.

Physical Demands & Work Environment

The physical demands described here are representative of those that must be met by a team member to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the team member is frequently required to stand, walk, sit, use hands and arms, reach, and talk or hear.  They are regularly required to climb or balance, stoop, kneel, or crouch.  Must frequently lift and/or move up to 25 lbs, and occasionally lift or move up to 100 lbs.  Specific vision abilities include accurate near and distant vision.

Frequently in a normal office environment where noise level is moderate and temperature/humidity is controlled.  Occasionally exposed to wet and/or humid conditions, moving mechanical parts, and outside weather conditions.  May be exposed to high, precarious places, fumes or airborne particles, extreme cold and/or heat, risk of electrical shock, explosives and vibrations.  Noise level on the job site is normally moderate to loud.   Overtime may be required.  Some travel may be required.

Supervisory Responsibilities

Indirectly supervises the activities of certain consultants, administrative staff, and interns.

EEO Disclaimer

Gray is proud to be an Equal Opportunity Employer and welcomes everyone to apply. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, or protected veteran status and will not be discriminated against on the basis of disability.