Project Receptionist / Administrative Assistant -Fort Knox Mine

Job Title:
Project
Receptionist/Administrative AssistantsSOC code:
43-6014FLSA Classification:
Non-ExemptDepartment/Location:
Projects site/Local officeReports to:
Department Heads / Project ManagerStatus:
Temporary, Full-TimeEEO-1:
ProfessionalsNormal Work Hours and Days:  Regular work hours are 7:00AM – 5:00PM Monday through Friday.  Weekend work required to complete assignments is typical.  Mandatory overtime based on seasonal workload and remote work settings.
EEO Statement:
Alaska Aggregate Products LLC. is an Equal Opportunity Employer. We make all employment decisions without regard to race, color, religion, sex, national origin, ancestry, age, disability, genetic information, marital status, citizenship, pregnancy, sexual orientation, gender identity, veteran status, other protected activities, or any other characteristic protected by federal, state or local law. **This employer participates in E-Verify. Este Empleador Participa en E-Verify.**

Summary:
The Project Administrative Assistants is a crucial project staff member that acts as the office liaison between the field project management staff, field crews, field maintenance crew and the AAP main office as well as the client. In addition to daily data entry for assigned project/jobs sites the Project Administrative Assistants will help out with purchase of Maintenance parts for field maintenance department. The position is responsible for a diverse set of tasks that requires data entry and that are critical to a successfully managed and well tracked construction and mining project.

Essential Functions:

• Consult the Field Administrative Assistants handbook, which outlines  the following essential functions. Please note that this list is not exhaustive, and additional critical functions may also apply. All functions will be performed while not disclosing confidential information.

 

1. Takes Ownership of Administrative responsibilities of assigned project/jobs sites

• Answer phone and relay messages in a professional and timely manner
• Welcome visitors and direct them appropriately
• Manage all project site Forms (Change Orders, etc) & Files

1. Assist Human Resources with the HR duties
   • Assist the HR department and Project Manager with proper hiring procedures (Personnel Requisition form for Job posting, rehire/new Hire eligibility checks form, PAF forms, hire packet, training forms)
   • Assist the HR department and Project Manager with communicating changes (rates, transfers, RIFs, etc.)
   • Exercise discretion with confidential employee information
2. Health and Safety duites

• Assist Health and Safety, Human Resource and Project manager with data entry for health and safety related items
• Assist Health and Safety, Human Resource and Project manager with all Safety related trining requirements.
• Send all Health and Safety training document etc to the Health and Safety, and Human Resource department.

1. Purchasing Duties
   • Point of contact between assigned project/job sites, oeprations, maintenance, accounting/purchasing departments and vendors
   • Maintain PO Log for assigned project/job sites, oeprations, and maintenance department.
   • Request quotes from vendors, issuing PO with Project manager approval or head maintenance mechanic as need.
   • Properly code, complete POs for accounts payable
   • Send completed PO’s weekly to accounting department
   • Point of contact for all receiving paperwork for assigned project/job sites, oeprations, and maintenance department.
2. Payroll Duties
   • Daily entry of each employee’s hours into Heavy Job systems or Excel payroll reports
   • Ensure Daily supervor/foreman timecard matches data entry into Heavy job (ST and OT) and that hours are coded to the correct task/subtasks
   • Send weekly Heavy Job or Excel payroll reports to payroll department
   • Submit payroll adjustments if errors or hours are missing
3. Jobsite Accountant.
   • Accurately tracks all job costs (labor, equipment, materials, subcontractors)
   • Provide Engineer and Project Manager with appropriate reports for performance tracking
   • Meet month end job cost accounting deadlines
4. Assigned project/job sites
   • Understand contract, specifications and basic scope of work
5. Miscellaneous
   • Oversee employee travel and billeting arrangements when necessary
   • Manage all assigned project/job sites, oeprations, and maintenance department. forms (Change Orders, etc.) & Files
   • Maintain records of communication with client, subcontractors and vendors
   • Performs other related duties, as assigned

Supervisory Responsibilities: None

Qualifications:
To perform this job successfully, an individual must be able to perform each essential function and preferably can also perform other tasks satisfactorily.  The requirements listed below are representative of the knowledge, skill and/or ability required.

Education and/or Experience:
Minimum:  

• High school diploma or equivalent
• Must possess a valid state driver license

Preferred:

• One or two year’s administrative, secretarial construction-related field experience

Skills, Knowledge and Abilities:

• Knowledge of and the ability to use a computer and software to record, track and design and analyze data.
• Knowledge of and ability to use office equipment such as, but not limited to the following; Phones, Copiers, Fax Machines, Scanners
• Knowledge of administrative and office procedures and systems such as word processing, managing files and records, designing forms, and other office procedures..
• Knowledge of basic bookkeeping principles and practices
• Knowledge of, electronic equipment, and computer software, including applications.
• Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
• Ability to professionally represent the company to suppliers, venders, customers, regulatory agencies and the public.
• Ability to work with written and computerized data
• Ability to effectively communicate information and ideas in writing.
• Ability to understand and effectively communicate verbally with others.
• Ability to understand and follow written and verbal instructions.
• Ability to ensure that proper safety and incident reporting procedures are followed.
• Ability to work with minimal supervision and exercise good judgment in prioritizing and
• carrying out duties.
• Ability to wear protective clothing, as needed on project sites.
• Ability to operate a vehicle to transport work related equipment, supplies and
• materials.

Physical Demands:
The following activities were rated for frequency of occurrence based on the following:Not Present= NP  1-10% of the work day= Rare34-66% of the work day= Frequent11-33% of the work day= Occasional67-100% of the work day= ConstantSittingFrequentReaching OverheadRareStandingOccasionalReaching Straight AheadFrequentWalkingFrequentReaching DownwardFrequentBending/StoopingOccasionalHandlingFrequentCrouchingRareFingeringFrequentKneelingRareFeelingRareCrawlingRareTalkingFrequentClimbingRareHearingFrequentBalancingRareTwistingFrequentOperate Foot ControlsRareTwist of WristOccasional(Pounds)ConstantFrequentOccasionalRareLifting  < 20lbs. Carrying  < 20lbs. Pushing/Pulling            Working Conditions:ENVIRONMENTAL CONDITIONSCHECK (If Present) COMMENTS1.Exposure to Inclement WeatherX