Administrative Assitant

Summary

Contract administration & management, project coordination (travel arrangements), meeting and event coordination. Manages procurement of goods and services including computer equipment, office supplies, reference materials, etc. Provides general office support. Completes special projects as assigned.

 

Qualifications

Minimum Education/Experience

  • 3 years of Office 365 Proficiency
  • 3 years of Project/Travel Management

 

General Skills & Responsibilities:

Contracts and Subcontracts:

  • Prepare Contracts and Subcontracts, as necessary.

Bridge and Project Demolition Documentation Preparation:

  • Awarded Projects:
    • Prepare all contract documents for signature.
    • Setup Project file.
    • Prepare project cover sheet to be taped to front of file folder with all contractor information and other information relating to the specific project. Also, set-up Certified Payroll folder.
    • Request Insurance Certificates (GL, Auto/Eq, Umbrella, WC, Disability)
    • Update Current & Upcoming Project Lists, as necessary.
    • Set up new Project Number in Foundations.
    • State Registrations & License. WBE Registration.

Preparation of Contractor’s Prequalification:

  • Prepare and gather appropriate documentation for Contractor’s Prequalification.

Project Coordination:

  • Book travel for field staff when necessary.

Insurance:

  • Communicate with agencies.
  • Obtain vendor certifications.

CCA-2, State Registrations and WBE Certification Renewals:

  • Prepare documentation for renewals when necessary.

Cell Phone & iPad Management:

  • Track & Manage company cell phones and iPad contracts.
  • Manage any needs for replacements.

Administration: 

  • Direct and screen visitors to the appropriate personnel.
  • Sign for deliveries and distribute as needed.
  • Answer telephones and direct calls to the appropriate personnel.

Printer/Copier/Scanner/Fax Equipment:

  • Maintain Equipment (toner, paper, maintenance) as needed.

Purchasing of Supplies:

  • Order and restock all office supplies and cleaning supplies for office and shop as needed.

Mail, Postage Meter, UPS, and FedEx:

  • Prepare all correspondence for mailing – USPS/UPS/FEDEX. Schedule pickups for UPS/FEDEX or deliver to drop boxes or deliver mail to Post Office as needed.
  • Maintain postage meter as needed (ink, postage refill, etc.).

Miscellaneous:

  • Make sure Conference Room is clean after meetings.
  • Assist with other office duties as required.

 

Computer Skills:

  • Strong computer skills – Microsoft Office Suite & Adobe.
  • Ability to navigate financial systems.

 

Physical Requirements:

  • Ability to sit for 8+ hours daily, working on keyboard, and telephone.
  • Ability to sit in front of and operate a computer.
  • Ability to work effectively in a busy office environment without being distracted by telephones, or other team member customer communication.
  • Ability to tolerate moderate noise levels created by computers, printers, and telephone calls.

 

To apply for this position, please submit a cover letter and a copy of your resume to apply@sesslerwrecking.com