Site Clerk

• Coordinate equipment, materials and tools pass for outgoing from site
• Save packing slips and quotes electronically. Receive and review invoices, as well as submit for approvals and send to corporate for billing
• Coordinate with town and shop personnel on receiving materials to site
• Receive vendor invoices from corporate for coding, approval and return for billing
• Maintain Materials Requisition log
• Monthly Accruals List
• Receive, review and submit weekly invoices from Corporate and obtain client approvals
• Payroll entry and submission to corporate office for all site employees
• Receive, process and distribute incoming project documentation to various parties on site.
• Receive, review and send e-mails.
• Answer all incoming calls.
• Maintain the filing system and project archives.
• Create and maintain administration manual on site.
• Onboard new hires as per site specific requirements.
• Coordinate and book all site-specific required training and orientations for new hires.
• Coordinate travel and camp requirements for new hires and site staff
• Coordinate visitors to site and all applicate requirements, vehicles, camp and travel
• Obtain site specific passes for vehicles for visitors and annually for site specific vehicles
• Maintain rotation schedule for all staff and crews including sick days, vacation, etc.
• Create and maintain daily sign in sheets and timesheets
• Client specific timesheet entry and submission for approvals, including sending to Corporate for invoicing on a weekly basis
• Vehicle tracking and logging of repairs, weekly inspections and all other related requirements
• Coordinate vehicle repairs as required

In addition to the responsibilities listed herein, the employee may be required to perform other ad-hoc tasks as needed or directed by the supervisor or management. These tasks will be within the reasonable scope of the employee's skills, capabilities, and role within the organization. The intent of this provision is to allow for flexibility and adaptability in meeting the dynamic needs of the organization, ensuring that operational requirements can be met efficiently. All such tasks will be assigned considering the employee's current workload and with respect to their professional development.