JOBSITE ADMINISTRATIVE ASSISTANT - MADISON AREA

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Administrative Assistant

Position Summary: The Administrative Assistant interacts daily with project managers, business unit leaders, superintendents, subcontractors, vendors, architects, owners, and various other departmental representatives.  This position provides support to one or more project teams.  Contacts may require the exercise of discretion in obtaining and providing factual and confidential information and a knowledge of both the assigned and related work areas and company operations.  The assistant performs tasks such as preparing routine correspondence, maintaining records, handling inquiries, high volume of filing, working with systems such as ISqFt and Viewpoint, and a high volume of Word and Excel work.  The Administrative Assistant reports to the Office Manager.

Essential Functions:

·    Correspondence and Mailings

·    Plan distribution

·    Faxing, Filing, Copying, and UPS responsibilities

·    Supplies

·    Telephone answering

·    Running job-related errands

·    Database updates

·    Job file set up and archiving of project files

·    Copy coordination with vendors

·    Scheduling meetings

·    Inputting front ends, specifications, project manuals, bid packages

·    Assembling proposals and monthly progress books

·    Typing subcontracts, purchase orders as directed by PM and logging into Viewpoint

·    Meeting minutes

·    Matching field tickets with invoices

·      Coding, distribution, and data entry of all job-related subcontract invoices

·      Reviewing/requesting lien waiver documents from vendor/subcontractors

·      Disbursing the checks to subcontractors, ensuring all lien waivers are in place and properly executed

·    Invitations to Bid, uploading plans and specs, tracking bid packages, contacting subs, and bidders’ lists in ISqFt

·    Creating subcontracts

·    Stamping and distributing submittals

·    Preparing closeout manuals, gathering info from subs, assisting PE

·    All other duties as assigned


Position Requirements:
Computer proficiency with Microsoft Word, Excel, Outlook, and above average typing speed and accuracy.  Associates Degree in Business or two (2) to five (5) years experience with administrative support, accounts payable and billing.  Construction experience preferred.  Cooperativeness, ability to work in a team and a constructive, respectful attitude required.


Work Conditions and Physical Requirements:
This position works in a jobsite trailer on an active construction site.  The employee is expected to follow all safety guidelines as defined by CG Schmidt and OSHA.  The employee is exposed to noise from the jobsite, frequent interruptions, and exposure to the elements as necessitated throughout the day.  The employee must occasionally lift and/or move up to 10 pounds.  While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle, feel and/or type. The employee is frequently required to talk or hear.