What are the responsibilities and job description for the Administrative Assistant position at BL Harbert International LLC - Beirut?
Responsibilities
- Support Office Management, Project Manager, Superintendent, Project Superintendent and staff.
- Work with Project Management to draft, review, finalize, issue and execute contracts.
- Communicate regularly with project managers on status of subcontracts and address any questions or issues that may have arisen.
- Receive, review for compliance and track insurance certificates.
- Use project tracking software to track change orders, change proposal requests, requests for information, contracts, insurance, payment applications, etc.
- Create, manage, scan and organize all files and folders, hard copy and on the computer.
- Managed day-to-day operation, maintained daily interactions with owner/subcontractors/vendors.
- Greet clients, answer phone calls, check voicemail, e-mails.
- Prepare/code invoices and check request.
- Track owner/subcontractors/vendors billing and payments.
- Receive, open, stamp, process mail daily.
- Prepare and submit Petty Cash Reports.
- Prepare and submit job related expense reports for Project Team and Management Team.
- Manage field employees hourly time.
- Manage HR related materials such as onboarding new employees, transfer employees, etc.
- Routine coordination with various vendors for Management Team and/or Project Team.
- Order Lunch for the Office Management Meetings and/or Project Team Meeting.
- Provide receptionist duties on a limited basis as needed.
- Perform other duties and projects as assigned.