Administrative Clerk

Overview

The essential duties and responsibilities of the Administration Clerk consist of, but are not limited to, the following. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions:

• Job Setup
  • Job specific rate setup in Plexxis and Excel templates, if applicable.
  • Setup of COR and project prefixes.
  • Open standard sub-sections.
  • Save down initial items on the Job Docs tab for each project.
• Job Costing
  • Setup weekly reports.
  • Assist Project Administrators with providing backup for billing documentation.
  • Entry/import of initial budgets and budget adjustments.
  • Upon approval from the Project Administrator, enter “Client Approved Contract Reconciliation” updates from Operations.
  • Process new vendor set-up.
• Change Orders
  • Set-up of calc. sheet in excel by job, if job requires tracking of deducts.
  • Maintain change order request logs in excel by job, if job requires tracking of deducts.
  • Update project and template EWA calculation sheets with budget and cost rates, as updated union rates are posted by accounting. (On required projects only.)
  • Review and send out Change Order Requests (CORs) to client, save sent email in PA folder and Docs tab in Plexxis, Update COR log as necessary.
  • Set up the CG (company) and EWA Ticket Signers (user) in Procore.
• Sub-Subcontract Management
  • Process Sub-Subcontractor/Vendor change orders.
  • Review Sub-Subcontract/Purchase Agreement billings. Obtain approval from PM and enter in the accounting system.
• Job Closeout
  • Assist Project Administrator at job close-out and ensure there are no open items in Plexxis.
  • Assist in job file archival.
  • Discontinue weekly reports printing at job closing.

• Education:
  
  High School diploma.
• Experience:
  
  Required 1-2 years related experience in data entry to include accounting and administration.
• Skills:
  
  Good typing and 10-key skills. Proven ability to assist, as a team member with multiple jobs. High attention to detail, aptitude for learning new things and must be able to work under pressure.
• Physical:
  Includes sitting, standing, reaching, walking; use of hands, arms, legs, and feet. Must be able to see and hear (with mechanical assistance if necessary) sufficient to understand and comprehend individual one-on-one conversations.
• Communication:
  Must be able to read, write and speak English fluently. Ability to communicate effectively and positively with customers, vendors and employees.
• Computer:
  Proficient with MS Office (Word, Excel, Outlook). Experience with Bluebeam preferred.

Provide administrative support to the Project Managers and Project Administrators while conducting yourself in a manner consistent with KHS&S Core Ideology. As an employee owner, act in the company’s best interest and in support of the organization’s overall goals and objectives.