Project Administrative Assistant

1 month ago

Madison, United States M. A. Mortenson Full time
Job Description

As a Top 25 builder, developer, and EPC, our expertise spans markets like sports, renewable energy, data centers, healthcare, and more. We are builders at heart, working to ensure the built environment has a lasting positive impact. | Let's Redefine Possible®

RESPONSIBILITIES

To provide timely administrative support for the on-site construction engineering team. This position is located on a construction project site.

Perform clerical duties in alignment with Mortenson's guidelines
  • Manage daily correspondence and incoming calls
  • Maintain written and electronic records
  • Provide data entry into the Event Management System for the Engineering staff
  • Prepare materials for design and construction meetings
  • Capture and prepare staff and owner meeting minutes
  • Incorporate all processes and procedures that support the project closeout phase
Supply management
  • Manage communications with local suppliers for fuel/diesel supply, cleaning services, drinking water and ice, and vehicle and equipment repair and replacement
  • Procure consumables and office supplies
  • Handle the on-site delivery of mail, packages, materials and equipment
  • Receive, sort, and record deliveries into computer database
  • Prepare daily outbound shipments
  • Track and organize equipment inventory
Office setup and maintenance
  • Coordinate the project office setup; including but not limited to document control systems, office machines and filing cabinets, and space planning and traffic flow
  • Plan and coordinate Project Safety Celebrations
  • Organize and clean office as necessary
Administration of craft workers
  • Manage the new hire documentation and coordination and conduct First Hour Orientations
  • Enter weekly timecards for payroll processing
Effectively work and build relationships with those of diverse backgrounds and organizational levels

Other duties as assigned, including:
  • Act as the welcoming agent to site visitors; including but not limited to providing maps and directions and checking in with the Project Manager or Project Superintendent
  • Provide support to the Engineers for all project closeout procedures; including but not limited to managing the document duplication, scanning, printing, transmitting, and archiving
  • Process fingerprint requests and badge applications for staff and subcontractors
  • Schedule, track, and log repairs and maintenance for the work trucks
  • Act as main contact for EMS communications during emergency events; which includes coordinating with the Project Superintendent(s) on emergency response situations
QUALIFICATIONS
  • High school diploma or GED required. Associates degree in business, or related field preferred
  • Previous administrative experience on a construction site preferred
  • Minimum one year of administrative experience
  • Notary Public designation helpful
  • Current valid driver's license
  • Excellent organizational, detail and multi-tasking skills with the ability to be flexible as needed
  • Proficient skills in Microsoft Office
  • Strong verbal and written communication skills across organizational levels and backgrounds
  • Shown positive and professional attitude with strong teamwork orientation and customer service skills, including initiative, communication, problem-solving, and leadership
  • Basic knowledge of accounting, customer service, payroll, contracts, insurance, and daily reports
  • Ability to create systems and processes, and seek out additional responsibilities
  • Active listening skills and effective communication including an openness to diverse input and feedback
  • Ability to travel up to 100%, if applicable
BENEFITS

Mortenson provides a comprehensive benefits program to team members and their families to support their health, build long-term financial security and provide the opportunity for work and life balance. Benefits offered to non-craft, non-union, full-time team members include:
  • Medical and prescription drug plans - the choice between two affordable HSA-eligible medical plans that include vision coverage
  • Dental plan
  • 401k retirement plan with generous matching and profit-sharing contributions
  • Paid time off, holidays, and other paid leaves
  • Life, AD&D, and disability insurance
  • Employee assistance program and online mental health tool and concierge
  • Tuition reimbursement
  • Adoption Assistance
  • Gym Membership Discount Program
  • Identity Theft Protection

Mortenson is an EOE/Affirmative Action/M/F/Veteran/Disabled employer.

Visa sponsorship is not offered for this position.

Mortenson reserves the right to hire any individual without legal or financial obligation on unwanted solicitations. No agency emails, calls, or solicitations are accepted without a valid agreement.

#LI-BF1

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