Pre-Construction Administrative Assistant

Job Type

Full-time

Description

Are you highly organized, detail-driven, and energized by supporting fast-moving construction teams? HILLS Properties is seeking a Pre-Construction Administrative Assistant to play a key role in our land and construction operations.

This full-time position supports purchasing, contracts, estimating, and permitting activities while keeping documentation accurate and organized. If you thrive on juggling multiple priorities, enjoy working cross-functionally, and bring strong communication and technical skills to the table, this is a great opportunity to grow within a collaborative, development-focused environment.

This position is based out of our corporate office in Blue Ash, Ohio.

• Assist the contracts, purchasing, and estimating teams within the pre-construction group with administrative support as needed.
• Provide cross-functional support and help during high-volume periods, vacations, or leaves when required.
• Help with document control and organization for all contracts, RFIs, submittals, and related documents, supporting standardized file structure and storage.
• Support the preparation, issuance, and tracking of change orders and variance purchase orders.
• Help upload contracts, change orders, and other documents to DocuSign and Procore for execution, and assist with managing the signature process.
• Assist in assembling bid packages (site, engineering, construction labor) and maintaining bid lists, as well as tracking past due bids.
• Support the purchasing team by coordinating vendor documentation, helping track required contract documents (insurance, worker's comp, etc.), and ensuring paperwork is complete.
• Assist the estimating team with bid comparison spreadsheets, assembling bid documentation, and providing support for the bid process in Procore.
• Help enter contract amounts into Procore and assist with adjusting budget estimates as needed.
• Coordinate meetings with Architects, Engineers, and other Contractors for Land and Pre-construction teams as needed
• Use analytical skills to help in demographic analysis, competition analysis, and market studies for land development area decisions
• Assist with obtaining permits for projects including approvals by various municipalities
• Support the preparation of building permits, sewer applications, and Notices of Commencement, including logging permit numbers and maintaining tracking sheets.
• Help coordinate construction payables in Procore and Yardi.
• Act as a liaison to support internal teams, vendors, and subcontractors for smooth project administration.

• Exceptional and Affordable Medical, Dental, and Vision insurance options
• Company Paid Holidays and Paid Time-Off
• 401(k) with a Generous Company Match (100% Match on the First 5% of Salary Deferred) which is automatically 100% vested
• Paid Parental Leave (After 12 Months of Service)
• Company Paid Life Insurance and Short-Term Disability
• Apartment Discount at our Luxury Community
• Career Designation Opportunities
• Exclusive Discounts Through HILLS Vitality Partners
• Wellness Initiative Program - HILLS HERO: Helping Empower Real Opportunities
• Bonus Opportunity
• Monthly Bring Your Own Device Allowance

• College graduate preferred: 2-3 years working knowledge of construction processes
• Strong Organizational and detail-oriented skills; ability to handle multiple priorities.
• Proficiency in Microsoft Word, Excel, Outlook and Yardi; working knowledge of Procore and DocuSign preferred.
• Excellent oral and written communication skills.
• Ability to calculate figures and amounts such as discounts, interest, proportions, and percentages.
• Able to proofread and make corrections to written correspondence.
• Adaptable, dependable and able to prioritize daily tasks.
• Valid driver's license and insurability with company insurance carrier.