Office Administrative Assistant

Responsibilities:

• Support Office Management, Project Manager, Superintendent, Project Superintendent and staff.

• Work with Project Management to draft, review, finalize, issue and execute contracts.

• Communicate regularly with project managers on status of subcontracts and address any questions or issues that may have arisen.

• Receive, review for compliance and track insurance certificates.

• Use project tracking software to track change orders, change proposal requests, requests for information, contracts, insurance, payment applications, etc.

• Create, manage, scan and organize all files and folders, hard copy and on the computer.

• Managed day-to-day operation, maintained daily interactions with owner/subcontractors/vendors.

• Greet clients, answer phone calls, check voicemail, e-mails.

• Prepare/code invoices and check request.

• Track owner/subcontractors/vendors billing and payments.

• Receive, open, stamp, process mail daily.

• Prepare and submit Petty Cash Reports.

• Prepare and submit job related expense reports for Project Team and Management Team.

• Manage field employees hourly time.

• Manage HR related materials such as onboarding new employees, transfer employees, etc.

• Routine coordination with various vendors for Management Team and/or Project Team.

• Order Lunch for the Office Management Meetings and/or Project Team Meeting.

• Provide receptionist duties on a limited basis as needed.

• Perform other duties and projects as assigned.