Job Description
POSITION SUMMARY
This position is accountable for providing administrative support to the Project Management Department and Operations Manager. The incumbent collects technical information on the selected products from the server database and generating submittals from the general contractors for review and approval. Collects, organizes and maintains current project information to meet departmental customer objectives.
The incumbent must support the guiding beliefs and core values of the Company, which are centered on Safety, Quality, Delivery, and Teamwork (each of equal weight and importance) but, most importantly, with each built upon the all-important foundation of Integrity.
SPECIFIC RESPONSIBILITIES

• Partners with general contractor (GC) and project manager (PM) on executing change orders and entering information into eCMS.
• Tracks project addendums and maintains folders to ensure current drawings and specifications are entered.
• Processes and tracks project submittals to/from the GC and suppliers.
• Maintains pier log report as needed.
• Develops the insurance certificate based on contract specifications and distributes to GC.
• Sets up project job folders on the server and PlanGrid.
• Imports the send over budget to align Heaven, ICE, and eCMS information systems.
• Prepares monthly pay applications and distributes to corresponding GC.
• Updates and maintains blueprints within software system and PlanGrid.
• Tracks and submits weekly certified payroll hours to GC based on project specifications.
• Prepares and distributes End of Week Project Reports to corresponding field supervisors, project managers and operations manager.
• Tracks rebar purchase orders issued.
• Maintains weekly concrete cubic yards received report for operations manager.
• Processes expense reports, tracks, and distributes reimbursement checks. Maintains appropriate records and filing. Partners with Accounts Payable representatives to solve issues.
• Receives, distributes, and tracks gas cards using company provided tracker. Partners with Accounts Payable representatives to solve issues.
• Prepares monthly credit cards reconciliations (Visa, and Home Depot).
• Creates and sends W-9's when requested from GC and/or vendors.
• Creates and sends tax certificates when requested from vendors.
• Issues toll tags for field supervisors.
• Performs notary functions.
• Generates monthly financial reports to ensure projects meet allotted budget.
• Coordinates travel for personnel including hotels, airfare, etc.
• Maintains office supplies inventory and makes orders in an efficient manner.
• Plans company events as needed (holidays, employee recognition, etc.).
• Partners with Marketing department for all branding, marketing, and perks needs.
• Schedules maintenance for office building, trailer, and equipment within facilities.
• All employees, current and former, must maintain confidentiality by not disclosing to others any confidential, proprietary or trade secret information belonging to the Company.

EMPLOYEE SAFETY AND COMPLIANCE

• Responsible and accountable for incumbent's own personal safety.
• Responsible and accountable for the safety of all co-workers and any others incumbent comes in contact with.
• Authorized and obligated to stop work on any task or series of tasks whenever an unsafe condition or situation is anticipated or is observed.
• Complies with all applicable laws, regulations and Company policies and procedures, and is subject to appropriate disciplinary action (including dismissal) for failure to do so.
• Reports any and all violations of applicable laws, regulations or Company policies and procedures promptly, and is subject to appropriate disciplinary action (including dismissal) for failure to do so.
• Performs other related administrative and technical duties as may be assigned or requested by immediate supervision (such as certification training, safety training, procedure review, etc.)

POSITION REQUIREMENTS
A Minimum of (5) years of experience performing Office Administration functions. High school diploma or General Education Diploma (GED) is required. Associates Degree is preferred.
In addition, the incumbent must have:

• Ability to work with minimal supervision and to anticipate project/office needs.
• Excellent computer skills including Microsoft Office Suite (Excel, Word, PowerPoint), Adobe, Outlook, and project management software.
• Ability to learn new software systems including ICE, Heaven, and ECMS.
• Excellent written and verbal communication skills.
• Excellent interpersonal skills with the ability to effectively relate to employees at all levels, vendors, GCs, and suppliers.
• Outstanding time management, organizational, and prioritization skills with the ability to adapt to sudden changes in work priorities.
• Strong attention to detail, high degree of accuracy, and multitasking skills.

• Discretion and trustworthy and be able keep all information and materials you are privy to strictly confidential (both internally and externally) are essential elements of this position.

The Company expects and requires incumbent and each of its other employees to observe and fulfill the above and all other safety responsibilities and actively work toward maintaining a safe workplace. Failure to do so can result in disciplinary action, up to and including termination of employment.
PHYSICAL/MENTAL REQUIREMENTS
The incumbent must be able to perform the essential functions of the job with or without reasonable workplace accommodation.
The individual must also be able to wear and properly utilize appropriate personal protective equipment (PPE) to work or visit within areas where it is required. This includes hard hat, safety glasses, respirators, ear plugs, steel toed shoes, or other protective equipment as required by the work performed and location the work is being done.
This individual must also have the ability to identify critical issues and formulate action plans with all levels of management, including corporate and executive.
The incumbent must possess the ability to remain calm during emergencies and respond appropriately as dictated by the circumstance of the incident and as directed by the Safety Representative or other management personnel. Must be capable of evacuating the work area in a timely manner should an emergency situation arise.