Pre-Construction Administrative Assistant Job at HILLS Properties, Cincinnati, OH

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  • HILLS Properties
  • Cincinnati, OH

Job Description

Pre-Construction Administrative Assistant

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.

What We Offer You:

At HILLS we're committed to attracting, advancing and empowering the next generation of leaders in our industry. We offer a competitive salary and comprehensive benefits package, including:

  • 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

Established in 1958 by Murray Guttman, HILLS Properties is a family-owned company headquartered in Cincinnati, Ohio. Today, HILLS is celebrating over 65 years of excellence and is excited to be a growing company within our industry. We recognize we would not be celebrating our achievements if it weren't for our talented and devoted teams!

Take a moment and apply today! Internal candidates also encouraged to apply.

EOE/DFW/EHO

Requirements

  • 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.

Job Tags

Full time, Contract work, Temporary work, For contractors, For subcontractor, Work at office

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