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Kokosing · 1 month ago

Field Administrative Assistant

Carnegie, PA

Full-time

Onsite

New Grad, Entry Level

Kokosing is one of America's 40 largest General Contractors, providing a broad spectrum of services in heavy civil/industrial construction. The Field Administrative Assistant will support the Project Manager in daily operations, overseeing field office functions and ensuring organizational effectiveness for medium to large projects.

Building MaterialReal Estate

Culture & Values

Responsibilities

Organize operations and procedures

Maintain office equipment

Manage and supervise assigned administrative staff

Arrange housing for eligible employees

Oversee incoming/outgoing correspondences

Approve office supply orders

Maintain monthly project calendar

Provide onsite vehicles with clear registration numbers and insurance cards

Update organizational chart

Prepare owner required monthly reporting binders

Code and prepare monthly credit card statement for Project Manager

Upkeep subcontractors’ insurance/calendar for expiration dates

Maintain expense reports/per diem reports; coding, getting approval and forwarding to HR for processing

Review invoices and route for final approval. Maintain packing slips by scanning into Viewpoint to utilize when approving invoices

Summarize in-place quantities from the timesheets weekly into Viewpoint for cost report generation

Maintain Purchase Orders, Notice of Commencements, Notice of Furnishings

Maintain block schedule

Arrange monthly safety luncheons

Direct all personnel administration activities on project recruiting, new hire sign-up, employee orientation, etc

Maintain project employee list with correct current information

Prepare payroll sheets

Enter payroll time for craft/biweekly/weekly employees

Answer phones, take and forward messages, answer routine questions or follow through on routine requests

Type all documents; letters, reports, memos, lists, etc

Set up and maintain filing systems

Photo copy and scan documents

Schedule meetings per supervisor’s request, distribute agenda, etc

Open, date stamp, and log in mail

Maintain confidentiality on sensitive documents

Perform additional assignments per field supervisor’s direction

Qualification

Viewpoint softwareHeavyJob softwareMicrosoft ExcelBusiness AdministrationMulti-taskingDependabilityOrganizational skillsWriting skillsCommunication skills

Required

Organize operations and procedures

Maintain office equipment

Manage and supervise assigned administrative staff

Arrange housing for eligible employees

Oversee incoming/outgoing correspondences

Approve office supply orders

Maintain monthly project calendar

Provide onsite vehicles with clear registration numbers and insurance cards

Update organizational chart

Prepare owner required monthly reporting binders

Code and prepare monthly credit card statement for Project Manager

Upkeep subcontractors' insurance/calendar for expiration dates

Maintain expense reports/per diem reports; coding, getting approval and forwarding to HR for processing

Review invoices and route for final approval. Maintain packing slips by scanning into Viewpoint to utilize when approving invoices

Summarize in-place quantities from the timesheets weekly into Viewpoint for cost report generation

Maintain Purchase Orders, Notice of Commencements, Notice of Furnishings

Maintain block schedule

Arrange monthly safety luncheons

Direct all personnel administration activities on project recruiting, new hire sign-up, employee orientation, etc

Maintain project employee list with correct current information

Prepare payroll sheets

Enter payroll time for craft/biweekly/weekly employees

Answer phones, take and forward messages, answer routine questions or follow through on routine requests

Type all documents; letters, reports, memos, lists, etc

Set up and maintain filing systems

Photo copy and scan documents

Schedule meetings per supervisor's request, distribute agenda, etc

Open, date stamp, and log in mail

Maintain confidentiality on sensitive documents

Perform additional assignments per field supervisor's direction

Proficiency with computers, including Microsoft Windows, Word, Excel, PowerPoint, Outlook and SharePoint

Excellent organizational skills and be a multi-tasker

Dependable and professional

Strong writing skills, including proofreading and editing of professional business correspondence

Ability to communicate effectively with multiple team members and apply common sense understanding to carry out instructions furnished in written, oral or diagram form

Able to prioritize and work on multiple tasks in fast paced, schedule driven environment