Administrative Assistant
3 weeks ago
1. Responsibility
* 1
Assist the estimating department, project managers, and administrative assistants at bidding time.
* 2
Maintain documentation and records on assigned projects.
* 3
Reports to the Lead Administrative Assistant.
2. Tasks
TASKS - BIDDING:
* Solicit bidders for all projects, keeping an accurate log of who was contacted, who will be bidding and their scope of work.
* Maintain an updated master bidders list.
* Prepare Colombo Construction's bid documents.
* Prepare a spreadsheet for bidding
* Prepare, issue, and maintain union notifications.
* Type and distribute project correspondence. Maintain correspondence logs and files.
* Log and distribute drawings and specifications. Maintain related files and logs.
TASKS - ADMINISTRATIVE ASSISTANT:
* Type and distribute project correspondence. Maintain correspondence logs and files
* Log and distribute drawings and specifications. Maintain related files and logs; must be able to lift 30pounds.
* Compile and maintain subcontractor, vendor, and key contact lists.
* Type and distribute subcontracts and purchase orders. Log status of same.
* Coordinate project closeout. Compile guarantees and operating/maintenance information.
* Type and distribute prime contracts, subcontracts, andpurchaseOrders. Log status of the same.
* Monitor status of prime contractor and subcontractor insurance. Ensure current certificates are on file.
* Log and distribute submittal data and drawings. Maintain related files and logs
* Type and distribute requests for proposals or quotes. Maintain request logs. Ensure timely responses to requests.
* As assigned, type and distribute bid packages. Solicit proposals and quotes for individual packages. Record and summarize bid results.
* Record in log which Prime Contractors are on site each day per daily reports. Record daily reports in Expedition.
* Take meeting minutes. Type and forward copies of minutes to all attendees.
* Record modifications to contract documents on Record Sets.
* Place supply orders and order maintenance service on office equipment.
* Place supply orders and order maintenance service on office equipment.
* Work on certified payroll documents if project is prevailing wage.
* Other tasks as assigned.
* Cover Front Desk/Phones for Receptionist's breaks.
* Pick up Kitchen as assigned (usually 1-week every 2 months)
* Assist other Administrative Assistants as needed.
3. Competencies
* 1
Minimum 1-2 years prior general clerical work experience.
* 2
Proficiency in Microsoft Word & Excel.
* 3
Minimum typing speed of 45 wpm.
* 4
Customer Focus
* 6
Detail Oriented
4. Work Environment
* 1
This position operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
5. Work Environment
* 1
This is a full-time position. Days and hours of work are Monday through Friday, 8:00 a.m. to 5 p.m.
* 2
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
6. Performance Measurement
Accurate complete and orderly logs, files and reports, timely completion of all assigned tasks.
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