Office Administrator

Position Summary:

The Office Administrator plays a vital support role within Erie Affiliates, responsible for ensuring the smooth daily operation of office and project administrative tasks. This individual will work directly with Project Managers, Project Engineers, and other team members to handle documentation, communication, bidding support, and project organization. The role requires strong attention to detail, the ability to manage multiple priorities, and effective communication skills with both internal staff and external partners.

Position Duties & Responsibilities:

General / Administrative

• Submit visitor names for badges, deliveries, weekends, and holiday work
• Assist/maintain project filing system – SharePoint, OneDrive, and filing cabinet files
• Create/prepare correspondence as directed by Project Manager
• Assist with responsibilities as assigned by Main Office, Project Managers, and Erie Team
• Process and return submittals, and maintain submittal log
• Prepare RFIs (Request for Information), maintain RFI log
• Prepare documents such as submittals, subcontracts, purchase orders, change orders, etc.

Bidding

• Collect project bid information and documentation
• Print out all bid documents for Bid folder for Project Manager/s
• Update boiler plate documents within OneDrive
• Create Bid invitations to send to bidders via Bidders Exchange
• Monitor/Update project information such as Addendums, memos, etc. for bids
• Notify subcontractors of any project changes

Preconstruction

• Set up and assemble Project Manuals (Superintendent, Project Manager, Safety, etc.)
• Set up OneDrive files: Project Logs, Contact Directories, Boilerplate Documents, etc.

Construction

• Send Daily Construction Reports to Project Manager on the job
• Assist Project Managers and Project Engineers with preparing submittals and RFI’s

Project Closeout

• Obtain closeout documents from Subcontractors to be submitted: Warranty Letters, As-Builts, O&M Manuals, etc.
• Remove completes project files from cabinet, box up and label files for Closeout of project

Expected Outcomes:

• Efficient handling of all assigned administrative responsibilities
• Strong communication with the Erie Affiliates team, subcontractors, and clients
• Accurate, timely, and organized project documentation
• Proactive support across all phases of current projects

Essential Skills and Experience:

• High School Diploma
• Familiarity with Microsoft Office Suite (Word, Excel, Outlook) and file management systems (SharePoint, OneDrive)
• Strong written and verbal communication skills
• Organized, reliable, and capable of handling multiple priorities
• Familiarity with construction documents and terminology is a plus
• Ability to work independently while supporting a team environment