Job Details

Administrative Assistant

  2020-01-18     Bowden Contractors, LLC     Phenix City,AL  
Description:

ADMINISTRATIVE ASSISTANT

Position Description

Job Title: Administrative Assistant

Reports To: Project Management or Executive Management

Status: Hourly

Summary:

The primary responsibility is to provide administrative support for multiple construction projects and other company administrative assignments.

Education and Experience:

GED or High School diploma preferred

Previous experience is preferred

Experience in use of Microsoft Office with advanced knowledge and proficiency in Excel and Word

Knowledge reports associated with construction projects, ie: cost reports, vendor reports, etc

Excellent time management skills

Organized and detail oriented

Exhibit professionalism in the work place

Primary Duties and Responsibilities:

Primary Duties and Responsibilities vary from time to time dependent on the primary needs of the projects and the company. The supervisor will modify as needed to ensure project and company needs are met.

Support Project Manager and Executive Management with administrative functions and documents.

Type, route, copy, distribute, mail and track the status of all subcontracts, change orders and purchase orders for multiple projects.

Maintain a document tracking log and implement follow up procedures (subcontracts, change orders, insurance certificates, etc )

Maintain Project and Executive Management Files (Paper and Electronic cloud based)

Set up field project filing system and assist with training Field Clerks for site office administration.

Prepare bid packages, track bids and log accordingly.

Review and code subcontractor applications for payment and vendor invoices for project manager review and approval.

Route applications for payment and invoices to accounting.

Route interoffice mail.

Prepare owner change order requests, change orders and the General Contractor s Application for payment.

Notarize documents as required.

Plan and coordinate meetings and events.

Assist Project Manager and Executive Management with travel arrangements.

Make, screen and receive phone calls for Project Manager and Executive Management.

Standard working hours are 8:00 am to 5:00 pm Monday through Friday.

Overtime work will be required from time to time based on project and office needs.

General Employee Requirements

Maintain professionalism with all corresponding parties.

Comply with Company policies and all local, state and federal regulations.

Maintain dependable attendance record.

Maintain business attire and associated good hygiene, grooming and cleanliness.

Participate in training programs as needed from time to time to continue and development skills applicable to this position.

Maintain office area neat, clean and organized.

Adhere to safe work practices in the work place.

Always immediately report and workplace injury to the supervisor.

Perform all work timely to meet any required deadlines.

Good working knowledge of job cost review and associated spreadsheets.

Proficient typing and grammatical skills required in the daily preparation of various documents and written correspondence.

Experience preferred in working with subcontracts, change orders, purchase orders, subcontractor applications for payment and lien releases.

Physical Demands

Continuous activities standing, walking, speaking, vision, sitting, bending, keyboard use

Frequent climbing, lifting over 5 lbs, carrying objects in excess of 5 lbs., repetitive motion, viewing computer monitor, telephone use

Occasional lifting over 25 lbs, reaching overhead, kneeling, bending, squatting, twisting


Primary Duties and Responsibilities:

Primary Duties and Responsibilities vary from time to time dependent on the primary needs of the projects and the company. The supervisor will modify as needed to ensure project and company needs are met.

Support Project Manager and Executive Management with administrative functions and documents.

Type, route, copy, distribute, mail and track the status of all subcontracts, change orders and purchase orders for multiple projects.

Maintain a document tracking log and implement follow up procedures (subcontracts, change orders, insurance certificates, etc )

Maintain Project and Executive Management Files (Paper and Electronic cloud based)

Set up field project filing system and assist with training Field Clerks for site office administration.

Prepare bid packages, track bids and log accordingly.

Review and code subcontractor applications for payment and vendor invoices for project manager review and approval.

Route applications for payment and invoices to accounting.

Route interoffice mail.

Prepare owner change order requests, change orders and the General Contractor s Application for payment.

Notarize documents as required.

Plan and coordinate meetings and events.

Assist Project Manager and Executive Management with travel arrangements.

Make, screen and receive phone calls for Project Manager and Executive Management.

Standard working hours are 8:00 am to 5:00 pm Monday through Friday.

Overtime work will be required from time to time based on project and office needs.


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