Administrative Assistant

Job description

The Field Administrative Assistant has a vital role in the overall organization and administrative functions of our construction projects. The individual in this role primarily performs payroll entry and ensures accurate production data is entered so that job cost and work packages are correctly reflected. The Administrative Assistant typically will take on other duties based on the specific needs of their assigned job site such as updating spreadsheets, scanning forms and updating project folders, shipping and receiving of mail and packages, or general upkeep of the job trailer. The ideal person for this has strong computer skills, relationship building and customer service abilities, and exceptional communication and organizational skills. This individual will be based in the job trailer of the construction project they support. They report to the project manager of the site that they are assigned. Responsibilities which will vary depending on the job site: Assist Superintendent in directing new employees to the site orientation; maintain any documentation needed for employees on that job site Responsible for time entry for employees on the job site including providing the Superintendent with weekly time sheets, verifying attendance, inputting daily time sheets into Coins with units as directed by the Superintendent; paying drive time, mileage, vacation and sick pay per company policy Complete payroll reports per pay period for the project as requested by the project manager by summary, cost codes, earnings categories and units by cost code; upload payroll documents/timesheets/payroll reports to Box Send receipts of Lowe’s and Home Depot purchases to purchasing coordinator Assist Superintendent and Material Manager of the job site with entering material requests, ensuring orders are finalized and received, shipping and receiving as needed and occasionally helping update PO’s Work with Purchasing Coordinator as to updates on equipment, maintenance requests, call-off requests, new equipment requests Responsible for assisting or spear-heading safety luncheons, home office visits, trainings, etc. to ensure all individuals are taken care of Assist Superintendent with updating equipment tracking information Upload permits, inspections, daily paperwork, incidents, safety paperwork etc. to BOX as received Assist Superintendent w/creating, updating, and distributing the panel schedules for the job Make sure Torque sheets are completed and uploaded to BOX Process expense reports for Superintendents, PMs (if needed), Safety and other employees as needed Create and distribute signs for breaker boxes, MSB equipment, safety issues, shutdowns, etc. for the jobsite per the Superintendent, Safety Coordinator and GC when needed Prior to receiving a Safety Coordinator help the Superintendent stock all the safety items on project Assist Superintendent on jobsite with creating, uploading, signing off and sending in T & M Tickets Order office supplies when needed or as requested; ensure office trailer always has paper and printers have ink Perform general housekeeping of the trailer environment as needed Assist site with communication with HR as needed regarding new hires, terminations and some employee related questions Assist with other general administrative duties as needed