Surveying Administrative Coordinator
6 days ago
Position Summary:The Administrative Coordinator will work closely with the Department Manager, Project Managers, Accounting Department and Director. He/She will be responsible for the daily, weekly and monthly tasks required to support the effective operations of the surveying department. The Administrative Coordinator will require the ability to multi-task between task and deadlines to ensure department standard procedures are followed to meet client and company expectations.Position Duties and Responsibilities:New Contracts:Print and obtain signatures as required for contracts from Principals.Maintain active communication with client during contract execution phase.Process new contracts, work authorizations and contract amendments through new contract processing (smartsheets).Create project hardcopy folder with printed labels and provide to project surveyor/manager.Provide General Liability Certification and Certificate of Insurance to client (as requested).Obtain copy of fully executed contract.Calendar contract termination date.Existing Projects:Maintain project folder with the contract documents, invoices, submittals, correspondence, and other project related information.Maintain project folder on server and ensure compliance to Electronic Folder SOP.Maintain organized project files in file room.Prepare deliverable package to client.Print copies of plats, metes and bounds etc.Create letter of transmittal.Ensure full deliverable package is scanned and saved in server folder.Scan delivered/picked up (signed) letter of transmittals and save to serve.Secure hard copies into project folder.Prepare project invoices as required by project manager and process through smartsheets by the 10th day of the following month.Submit approved subcontractor/vendor invoices through smartsheets by the 10th monthly.Ensure project Invoice folder includes Project Invoice, Quickbook Invoice and Quickbook Paid Invoice.Prepare weekly and monthly invoices for Texas Gas.Request hours in tsheets per tasks.Request Quickbook invoices.Review for accuracy.Obtain/attach to invoice associated deliverable.Reporting:Maintain 3 Month Projects Report with contract balance, submitted invoices, vendor invoices and non-billable invoices updates. Due to Director on 5th and 15th monthly.Calculate Department Projects for two months ahead to be submitted Monthly.Become knowledgeable of survey project status for reporting at Director monthly Accounts Receivable (AR) meeting.Proposals:Prepare proposal folder in Business Development folder.Save proposal request email as a PDF in folder.Assist with development of research (property deed information, utilities) for proposals of surveying projects and construction staking projects.Maintain proposal folders (surveying) and tracking log (survey).Set up preliminary proposal with template, proposed hours and cost estimate.Provide to Survey Manager for QA/QC.Send to Survey Manager for approval.Send to client.Follow up on status of submitted proposals.Maintain log of awarded/not awarded projects.File submitted proposals (monthly).Ensure that all company policies and procedures are adhered to by you.All other duties assigned by management.
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