What are the responsibilities and job description for the Project Administrative Assistant position at Curtis Contracting, Inc.?
Job Description: Project Administrative Assistant
The Project Administrative Assistant provides essential administrative and clerical support to project managers, superintendents, and other team members involved in highway construction projects. This role is responsible for maintaining project documentation, ensuring contract compliance, generating and managing subcontracts and purchase orders, and assisting in generating monthly progress billings. The successful candidate will help to streamline project operations, ensuring accuracy, efficiency, and adherence to industry standards.
Key Responsibilities
The Project Administrative Assistant provides essential administrative and clerical support to project managers, superintendents, and other team members involved in highway construction projects. This role is responsible for maintaining project documentation, ensuring contract compliance, generating and managing subcontracts and purchase orders, and assisting in generating monthly progress billings. The successful candidate will help to streamline project operations, ensuring accuracy, efficiency, and adherence to industry standards.
Key Responsibilities
- Documentation and Compliance: Maintain and organize project records, including tracking submittals, lien waivers, contract compliance documents, and daily production quantities. Ensure all files are current, accurate, and easily accessible.
- Invoice Management: Enter and review project-related invoices to ensure they align with budgetary guidelines.
- Subcontract and Purchase Order Administration: Collaborate with project managers and team members to create, submit, and manage subcontracts and purchase orders. Track and manage the timely receipt of lien waivers to ensure compliance with contractual requirements. Issue vendor payments once requirements have been met.
- Production Tracking and Project Billing: Assist in tracking project quantities related to daily production and verifying accuracy. Generate and submit monthly progress billings along with tracking payments.
- General Administrative Support: Provide general clerical support, including data entry, file maintenance, answering phones, and other tasks to assist with the smooth operation of the project team.
- High school diploma or equivalent; Associates degree or relevant administrative certification is a plus.
- 3-5 years of accounting experience, preferably within the construction industry.
- Proficiency required in the use of Microsoft Windows applications: Word, Excel and Outlook.
- Strong organizational skills with attention to detail and accuracy.
- Ability to prioritize multiple assignments and meet deadlines in a fast-paced environment.
- Strong communication skills, both written and verbal.