Construction Administrative Assistant

Location: Casey

Construction Administrative Assistant

** Job Description*
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Position:
Construction Admin Assistant

Type:
Contract supporting project until November 2027

Pay:
Based on Experience

Location:

Casey, Illinois

Hours:

Monday-Friday at the project

No corporate sponsorship is offered in conjunction with this job.

Description

Job Overview:

The Construction/Operational Administrative Assistant is responsible for overseeing all administrative duties for a construction site. The Administrative Assistant will be the point of contact for the company office on the site.

Responsibilities

Key Tasks and Responsibilities:

+ Coordinate RFI (Request for information) and submittal drawings process utilizing Procore (construction management platform)

+ Manage construction project documentation and turnover process for multiple major construction contracts. Update and Distribute the Daily Construction Report.

+ Interface with Project Wise project data retention system

+ Manage the setup of office space and stock supplies.

+ Ensure site meets company standards and OSHA requirements

+ Take plan of the day (POD) and meeting notes and distribute accordingly

+ Collect and enter data in Construction Progress Reporting (CPR) System

+ Track and record site safety & spills data and enter into Appian System

+ Track and Update On Site Posted Regulations and Documents such as State/Federal Employee Postings, Safety Warnings, Building Permits, SWPP Documents etc.

+ Assist with complying with safety, federal, and site-specific regulations, and agreements

+ Ensure accuracy of data on documents and certificates

+ Process completion certificates utilizing Docu Sign software

+ Upload documents and certificates to applicable databases and information storage vaults

+ Attend all onsite meetings and provide meeting minutes for publication.

+ Manage electronic and paper copies of agreements, permits, handbooks, procedures, and project-related documentation

+ Assist landowners with complaints and concerns

+ Process invoices and conduct Procore Audits

+ Manage shipping and receiving of Owner Supplied Equipment (OSE) for site and receive material in SAP

+ Assist in training updates

+ Will be the lead for turn over documentation to Ops Group at end of project

+ Maintain employee files and time off requests

+ Interface with and support on-site staff as needed

+ Provide site support for finance team

Qualifications

Essential Qualifications and

Education:

+ High school diploma

+ 3-5 years of office/administrative experience

+ Project/site/field administrative experience preferred

+ SAP, Docu Sign, Procore and Concur experience is desirable

+ Understanding of Microsoft products and/or complementing products preferred

+ Competency in Analytical Problem Solving, Strong Communication, Customer/Partner Relationships, and Technology Expertise preferred

Additional Experience and Physical Demands:

+ Excellent organizational skills including the ability to organize and maintain a fluid administrative process

+ Problem-solving ability in a fast-paced office environment

+ Excellent written and verbal communication and presentation skills

+ Ability to be self-motivated and to perform duties independently

+ Excellent time-management skills

+ Demonstrated efficiency in managing multi-disciplinary tasks

+ Exemplary standards of integrity, honor, safety, management, ethics, quality, and productivity

+ Experience making travel arrangements using web-based resources

+ Strong interest in renewable energy

+ Strong interpersonal skills and high attention to details

+ Sufficient schedule flexibility to manage facility emergencies 24/7

+ Proven ability to learn new software programs

+ Sitting/Standing/Flexibility:
Ability to stand and sit for 8 or more hours when in an…