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Administrative Support Coordinator

2 months ago

Denver, Colorado, United States Jamison Transportation Products Full time
Job Description

Administrative Assistant: Seeking proactive self-starter. Currently Part time, could move to full time in 90days after hire

Key Responsibilities:

  • Administrative Support: Provide administrative support to the team, including reading and analyzing incoming memos, letters, and reports to determine their significance and distribute appropriately.
  • Project Management: Create and maintain project information in the project management system; create subcontracts, purchase orders, change orders and their respective attachments as well as generating transmittals per Project Manager's request for plans and specifications and pay requests.
  • Communication: Correspond on routine inquiries with subcontractors and vendors at the beginning and throughout the duration of a project, email correspondence to the field or other locations as needed and confirm receipt of correspondence.
  • Financial Management: Coordinate invoice routing and monitor payments to subcontractors and vendors.
  • Data Management: Enter and maintain client and prospect data in the contact management system.
  • Contract Management: Generate and edit contract-based documents through contract negotiations to produce final owner contract documents. Produce owner change orders as required.
  • Customer Service: Answer and direct phone calls or take messages for appropriate parties.
  • Insurance Verification: Verify insurance certificates and follow up to ensure proper coverage is in place.
  • Payroll Administration: Copy and distribute monthly pay applications.
  • Meeting Coordination: Prepare agendas for meetings and make arrangements, such as coordinating catering for luncheons, for committee, and other meetings.
  • Document Preparation: Preparing plans and specifications for pickup/shipment.
  • Administrative Tasks: Perform general administrative duties such as but not limited to; filing, photocopying, taking and distributing meeting minutes, managing schedules, coordinating travel arrangements, scheduling appointments with internal and external parties, ordering supplies, sorting and distributing correspondence and maintaining database records.

Requirements:

  • Education: High School Diploma, GED or equivalent.
  • Experience: 1-2 years of experience providing administrative support.
  • Skills: Knowledge of administrative and clerical procedures such as e-mail, spreadsheets, and managing files and records and other office procedures.
  • Software Proficiency: Proficient in MS Office.
  • Project Management: General basic knowledge of and ability to learn project management software.
  • Organizational Skills: Exceptional organizational, time, task, and resource management skills.
  • Teamwork: Willingness to work in a small office environment.
  • Team Orientation: Team oriented fosters working collectively