Contracts and Office Assistant

4 weeks ago

Arvada, United States Alpha Milling Company Full time
Job DescriptionJob Description

*Please note that this role is a part-time role that will usually be around 24-32 hours per week; flexible schedule will be considered for the right candidate*


POSITION OVERVIEW:

This position is a key contributing member of administering activities related to front office operations and contracts administration. Responsible for ensuring all office support related activities are delivered to provide a positive guest, customer, and employee experience. Also responsible for ensuring the company's contractual and regulatory obligations are met throughout the project lifecycle.

ESSENTIAL JOB DUTIES:


Front Office Administration

  • Ensure the appearance of the office and welcome areas are clean and well organized.
  • Consistently deliver an excellent experience for all guests and employee interactions.
  • Properly route phone and/or email inquiries along while managing the main phone line.
  • Maintain proper inventories of office and kitchen supplies and handling of all orders.
  • Issue company equipment to employees including computers (and other similar devices), cell phones, company credit cards, personal protective equipment (and other similar safety items), etc. Properly maintain accurate related records.
  • Administer Corpay and CLC lodging cards, business cards, and vista print orders.
  • Continually drive methods for gaining efficiencies and advancing records into electronic systems.

Contracts Administration

  • Support our contracting and procurement processes ensuring that all contractual agreements are accurately documented, tracked, and managed throughout the project lifecycle.
  • Provide administrative support including filing, data entry, and correspondence.
  • Document and update the Company’s subcontracts administration procedures while also ensuring and payroll related information is provided to the Operations Administration Manager (or Corporate Payroll Manager, if applicable) and related safety information is provided to the Regional Safety Manager.
  • Assist in the preparation, review, and administration of project contracts, subcontracts, and purchase orders.
  • Maintain accurate and up-to-date paper and electronic records of contracts, change orders, and other related documents by consistently monitoring email and snail mail.
  • Proactively partner with Estimating / PM team to complete any requests for jobs / quotes in a timely manner; complete any unfinished jobs / quotes typically left from the prior workday. Completed related subcontract needs as well.
  • Assist with the monitoring of contract compliance, ensuring that all parties adhere to contractual terms and conditions.
  • Liaise with vendors, subcontractors, and suppliers to obtain necessary documentation and information.
  • As requested, prepare regular reports on contract status, including key milestones, deliverables, and financial information.
  • Participate in the development and implementation of efficient contract management processes and procedures.
  • Foster positive relationships with customers and internal stakeholders to enhance collaboration and communication.
  • As needed, participate in discussions with customers and/or vendors to discuss contract terms, compliance issues, and project updates.

Other

  • Serve as a backup to the Operations Administration Manager.
  • Maintain effective working relationships with all personnel and actively participate in related team meetings.
  • Demonstrate a high degree of independence, autonomy and remain self-motivated to ensure operation runs smoothly.
  • Maintain confidentiality of information at all times.
  • Complete other duties as required.


REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

  • High School Diploma or equivalent.
  • A minimum of 3 years administrative support experience, preferably in the construction industry.
  • Excellent communication and interpersonal skills, with the ability to effectively collaborate with internal and external stakeholders.
  • Proficiency in Microsoft Office Suite products.
  • Exceptional attention to detail and organizational skills, with the ability to manage multiple tasks simultaneously.
  • Proactive attitude and willingness to take initiative in a fast-paced environment.


WORKING CONDITIONS AND PHYSICAL DEMANDS:

  • Works in an indoor office relatively free from environmental conditions or hazards.
  • Use of office equipment and computers.
  • Occasional lifting of supplies and materials from time to time.
  • Positions in this class typically include extended sedentary periods, talking, hearing, seeing, grasping, movement and repetitive motions.

DISCLAIMER:

To perform this job successfully, an individual must be able to perform each essential job responsibility satisfactorily. This job description is not to be construed as all inclusive. Employees may be required to perform any other job-related task as requested. Reasonable accommodations may be considered and implemented to enable individuals with qualified disabilities to perform the essential functions.

Alpha Milling Company is an Equal Employment Opportunity Employer.

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