Job Listing
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| Job ID: 14048927 |
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| How to Apply: | To see employer contact information, log in or register. |
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| Job Title: | Project Administrative Assistant - Job Site Based |
| Work Type: | Work Days: Weekdays, Work Vary: No , Shift: First (Day), Hours Per Week: 40, Work Type: Regular |
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| Salary Offered: | Unspecified |
| Benefits: | 401(k) or other retirement, Dental Insurance, Health Insurance, Holidays, Sick Leave or PTO, Vacation or PTO, Vision Plan |
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| Physical Required: | Unspecified |
| Drug Testing Required: | Unspecified |
| Education Required: | High School Diploma/GED |
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| Experience Required: | 24 Months |
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| Required Skills: | PHYSICAL REQUIREMENTS
- This job operates in an office trailer on a construction site, requiring closed toed shoes at all times, as well as occasional use of a hard hat and eye protection.
- This role routinely uses standard office equipment such as computers, phones, filing cabinets, photocopiers and fax machines.
- Employees are frequently required to sit, and occasionally required to kneel, reach, stoop, crouch or crawl.
- This position requires the ability to lift files, open file cabinets, and bend or stand as necessary.
- This position may occasionally life up to 10 pounds. |
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| Job Description: |
As a Project Assistant, your responsibilities will encompass project support, accounting and purchasing tasks, as well as general administration duties. This position is pivotal in facilitating seamless operations for the on-site project team. Responsibilities include coordinating material procurement, managing project social media, and overseeing administrative tasks such as answering calls, organizing meetings, and maintaining office supplies. With a focus on efficiency and attention to detail, this multifaceted role ensures the smooth execution of project tasks while supporting the broader objectives of the team.
Project Support
- Order materials, tools, and supplies.
- Collaborate with Corporate Marketing Specialist on project social media.
- Post on project Workplace platform.
- Track project consumables.
- Maintain tool inventory & coordinate tool rentals.
- Maintain up to date job list.
- Update panel schedules.
- Complete detail books and O&M manuals.
- Plot plans as needed.
- Process submittals, permits, RFI’s and service applications.
- Request certificates of insurance.
- Assist the safety team with various administrative tasks, as needed, including requests for certificates of insurance.
Accounting/Purchasing
- Assist Purchasing and Materials Manager in the administration of material procurement.
- Review tool invoices.
- Assist Project Account with monthly billings.
- Enter new jobs and work orders into computer software system.
- Process change orders.
- Run weekly job overview reports.
- Prepare and update PO’s and Subcontracts.
- Close outstanding PO’s and work orders.
- Assist with collection communications.
General Administrative
- Answer incoming phone calls and greeting visitors.
- Receive and distribute mail and deliveries.
- Maintain office and safety supplies.
- Process new hire paperwork.
- Assist with safety training coordination.
- Prepare folders, letters and documents as requested.
- Filing project documents.
- Oversee employee message service and maintain attendance log.
- Manage group text message service.
- Schedule / coordinate meetings.
- Record and manage meeting minutes.
- Organize site tours.
QUALIFICATIONS AND EDUCATION REQUIREMENTS
- High School Diploma or equivalent.
- Associate’s or Bachelor’s degree with concentration in Business Administration, Finance and/or Accounting preferred.
- Two (2) years of administrative support experience or a combination of related education and equivalent work experience preferred.
- Knowledge of Construction Industry, Electrical Contracting or Building Trades preferred.
- Intermediate skills in Microsoft Word and Excel with ability to learn internal software system.
KEY COMPETENCIES
- Excellent organizational skills.
- Strong attention to detail and problem-solving skills.
- Self-starter and able to work independently and in a team environment.
- Excellent customer service skills.
- Excellent verbal and written communication skills.
- Ability to prioritize and manage multiple responsibilities.
- Ability to meet daily deadlines.
- Positive attitude, along with maturity and dependability.
PHYSICAL REQUIREMENTS
- This job operates in an office trailer on a construction site, requiring closed toed shoes at all times, as well as occasional use of a hard hat and eye protection.
- This role routinely uses standard office equipment such as computers, phones, filing cabinets, photocopiers and fax machines.
- Employees are frequently required to sit, and occasionally required to kneel, reach, stoop, crouch or crawl.
- This position requires the ability to lift files, open file cabinets, and bend or stand as necessary.
- This position may occasionally life up to 10 pounds.
Refer to ID when applying |
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