Administrator, Data Entry, Administrative​/Clerical

JOB DESCRIPTION:

ADMINISTRATOR

Reports directly to the Manager and Project Managers.

• Receive and direct all incoming calls. Telephone coverage from 8:00 AM to 5:00 PM, Monday through Friday.
• Greet, direct and assist all construction visitors.
• Prepare packages for UPS and Fed Ex pick‑ups.
• Assist with faxing, typing and photocopying as needed.
• Maintain, update and distribute company‑wide phone‑number lists.
• Keep the kitchen area clean and coffee available throughout the day.
• Order office supplies as needed.
• Assist project managers in processing monthly progress payments for public projects.
• Process billings for review of monthly progress payments for private projects; project managers and manager review prior to submittal to owner.
• Maintain all project files daily, including subcontractor, change‑order and claim files.
• Organize and maintain archives of plans and specifications, tagging current documents for easy identification.
• At job close‑out, store project files (including plans and specs) and update archives.
• Process and code timecards for review; project managers review before payroll.
• Process and code invoices for review; project managers review before accounts payable.
• Maintain, process, track and procure truck‑driver mileage reporting and licensing requirements; assist low‑boy drivers in obtaining DOT permits for heavy hauling.
• Bidding responsibilities
• Order plans and specifications as requested by project managers or estimators.
• Assist in coordinating bid procedures, including ordering bid bonds and completing bid proposal forms.
• Solicit quotes, create and update bid estimate spreadsheets, and coordinate bid delivery on schedule.
• Gather information on insurance policies required for bidding projects.
• Organize and file bid files that were not awarded; files may be destroyed with authorization of the project manager or manager.

• Entry level

• Full‑time

• Information Technology
• Staffing and Recruiting