Administrative Assistant
1 week ago
At Catapult, we are supporting one of our members, a prominent organization in the Construction Industry, in their search for an Administrative Assistant. This position is located onsite in Charlotte, NC.
Responsibilities:
Office Assistance:
- Manage office deliveries and office supplies
- Maintain phones and other office equipment/services and coordinate repairs/changes as needed
- Answer phones and greet visitors
- Finalize and deliver bids/proposals
- Assist with hiring needs and policies
- Assist in maintaining office space appearance
- Assist with quarterly community service project
- Assist with travel plans
- Assist project teams with various day-to-day assignments
- In cooperation with Project Management team(s), set up projects within Company policies, providing notification to all necessary company personnel
- Assist project teams as needed
- Multi-task between 3-10 projects, with varying scopes of work and 4-5 Managers
- Prepare Owner Billing documents which may include Sales/Use Tax Statements, Subcontractor DBE Reports, Lien Releases
- Generate and collect subcontracts and purchase orders according to Company policies and owner requirements
- Administer subcontracts and purchase orders, obtaining required acknowledgements and documentation such as EEO, W-9, and Insurance Certificates
- Generate pay estimates, lien waivers and change orders for subcontractors according to Company policy for approval by the Project Manager
- Process vendor invoices and receiving documents
- Receive, route, track, and retain job records according to company policy
- Report document deficiencies to Project Managers
- Interact with Owner, Project Managers, Field Personnel, Subcontractors, and Vendors to complete project closeout
- Scan and index all pertinent records as documents are generated
- Maintain a high level of professional ethics and demand the same of all employees
- EEO - Research/Generate/Communicate/Report/Records Retention - in cooperation with EEO Officer, Employee Services and Project Team on all Federally Funded Projects
- Manage Division Sub Prequalification approval process according to company policy
- Maintain Project Contracts according to company policy
- Provide support/back up for all administrative staff in the building as needed and as time allows
- Primary Backup for Office Staff which includes but not limited to:
- Greet visitors, manage mail, office deliveries and office supplies, maintain phones and other office equipment/services and coordinate repairs/changes, maintain Division weekly schedule, compile weekly per diem, vehicle registrations/tags/insurance/fuel man cards, weekly fuel man invoice for Division, request Visa cards and collect outstanding Visa statements, order office supplies, birthday cards for Division, process Division expense/mileage reimbursements, order/setup Division lunches
- Must have two years Administrative Assistant experience, preferably in the construction industry, or Associates Degree plus one year of experience
- High School Diploma or GED
- Strong written and verbal communication skills
- Proficient in Microsoft Outlook, Word, and Excel
- Proficient in multi-line switchboard
- Proficient 10-key operation
- Proficient use of office equipment including copiers/printers, fax, and postage meters
- Proficient use of company databases including COINS
- Must have a valid, non-restrictive driver's license and the ability/willingness to drive for company business
Our member is an EOE and AA Employer.
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