Job Description:
General Job Duties
- Assist Estimating department and Project Managers
- Issue purchase orders
- Request W9's and proof of insurance
- Prepare, compile, and submit Pre-Qualification packets for potential projects
- Prepare proposal, submittals, transmittal, bid forms, contracts/subcontracts, etc.
- Contact subcontractors, vendors, general contractors daily for various information
- Download and print drawings and/or specifications for each bid and awarded jobs
- Create and maintain Bid Due Date Calendar in Outlook
- Create new jobs and maintain current information in project files (electronic and hard copy)
- Order Certificate of Insurance for Jobs
- Enter all field crew hours and attendance into Foundation Software
- Maintain personnel file information into computer drive and hard file
- Provide Weekly Safety Meeting information to all employees
- Copy/Fax/Email various information for potential and existing projects
Assist Accounting department
- Submitting certified payroll
- Collect and organize packing slips and receipts
- Enter Payable Invoices and credit card receipts
- Match check stubs to invoices
- AIA Billing
- Distribute filed paychecks to foreman
- Other duties as assigned by Controller
Office Management
- Create events and reminders in Outlook Calendar
- Greet and assist clients and visitors with a smile
- Answer and route all incoming calls and receive mail/packages
- Order and maintain Office Supplies
- Organize office as needed daily
- Arrange Zoom Meeting calls for all office employees
- Update all templates/contracts/agreements as necessary for office staff to use
- Contact IT support company and vendor support for issues with printers, computers, and copiers
- Maintain vehicle list and files (electronic and hard copy)
- Handle any accident files and claims
- File as necessary
- Other duties as assigned
- Ability to lift boxes
Required experience and skills:
- High School diploma
- 3 or more years of Administrative and/or accounting Experience
- Ability to read, write, and speak English
- Notary Public (or willingness to attain one)
- Computer knowledge is a must (Microsoft Suite, Excel, Adobe, etc.)
- Typing skills and data entry a must
- Foundation Software highly desired (willing to learn)
- Willingness to learn and adapt quickly in fast-paced environment
- Ability to prioritize multiple tasks to meet deadlines
- Work well as a team and work independently