Onsite Administrative Coordinator Projects

We are committed to building a workplace where everyone feels heard and respected, and extending our culture of care so that every individual can reach their full potential. We want you to have a sense of belonging and feel valued for your contributions and the perspectives you bring.

Summary:

The Administrative Assistant has responsibilities supporting site staff.

This position will last for the duration of the specific project.

Requirements:

• Assists Project Manager, site management, staff, customers, vendors and walk-ins as needed.
• Take minutes for meetings as required.
• Supports field employees by contacting corporate resources for issue resolution.
• Assists and supplies data as requested.
• Answers multi-line telephone using proper telephone etiquette in a professional manner.
• Administers project documentation and filing systems using company guidelines.
• Reviews employee timesheets, enters into timekeeping system accurately and according to Payroll processing deadlines.
• Enters and keeps utility locate request tickets current as assigned for the duration of the project.
• Ensures that all paperwork for new employees or transitioning employees is fully completed and submitted to HR within deadlines.
• Enters expense claim reports and ensures that proper documentation is sent to Payroll.
• Ensures that DOT paperwork is complete and submitted to RES DOT weekly (scan/email and Fed Ex originals). Assists with issuing POs, vendor issues, matching invoices to POs/Requisition s, receiving invoices against POs as needed.
• Supports internal office processes and company policies.
• Files safety paperwork and uploads to Procore using assigned naming conventions according to type of document.
• Creates and updates ad hoc spreadsheets and documents, tracks data as assigned by Supervisors.
  
  Orders office/kitchen supplies and stocks them.
• Sends/receives Fed Ex and USPS mail and distributes.
• Assists in planning and organizing site events/activities.
• Recognizes issues requiring action and takes initiative to resolve/report while working with minimal supervision. Stays current with professional and industrial best practices.
• Occasional travel to airport in personal vehicle.
• Responsible to ensure SAFETY requirements met.
• Must be able to work professionally with clients, vendors, employees, managers and supervisors.
• Regular attendance is an essential requirement of the job.
• Follow any other job-related duties/functions requested by the supervisor or onsite supervisors.
• Help collect and confirm records, internally and from subcontractors.
• Collect data on site from individuals enrolling into the Apprenticeship program.

Safety:

• Ensures that safety is the most important function, follows safe practices while working.
• Reinforces safe behaviors and eliminates “at risk” behaviors.
• Reports potentially unsafe conditions and uses materials and equipment properly.
• Ensures Job Hazard Analysis (JHA’s) occurs before scopes of work commence.
• Adheres to and understands standard operating procedures.
• Receives job- and task-specific training prior to work commencing.
• Follows technical, quality and safety systems in place and determines appropriate action.
• Follows safety and security procedures and determines appropriate action.
  
  Reports potentially unsafe conditions and uses materials and equipment properly.

Qualifications:

• HS Diploma or GED, some college preferred.
• 1-3 years office experience.
• Employees must be physically capable of operating a vehicle safely, possess an appropriate valid driver's license.
• Knowledge, Skills & Abilities:
  • Advanced Knowledge in:
  • Communication Relationship building MS Office (Excel, Word, Outlook, etc.)
  • Multi-task and prioritize work Organizational skills Attention to details High level of accuracy
  • Office procedures Following directions Research…