Administrative Assistant (Administrative)

JOB TITLE: Administrative Assistant
REPORTS TO:Project Manager
DIRECT REPORTS:No
TRAVEL:No
FLSA: Non-Exempt
GENERAL JOB SUMMARY
The Administrative Assistant supports the Project Manager, Business Coordinator, and AP Administrator with business tasks relating to the Construction Industry.
CORE AREAS OF RESPONSIBILITY
1. Administrative
2. Submittals
3. Purchasing
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES
1. General knowledge of construction operations
2. Effective listening skills and ability to understand expectations of tasks to be performed
3. A positive attitude when faced with challenges
4. Work in an organized and proactive manner
5. Proficient with Microsoft Office Suite and Excel
6. Work cooperatively and collaboratively both, independently and as part of a team (team oriented)
7. Effective and professional communication skills; verbal and written
8. Detail oriented, able to multi-task and be flexible
9. Valid California Drivers License
EDUCATION AND EXPERIENCE
At least a High School Diploma or GED required and a minimum of two years experience in the construction industry and/or a related field.
PHYSICAL DEMANDS AND REQUIREMENTS
The physical demands described here are representative of those that must be met by a team member to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
1. Automobile travel required
2. Regularly required to talk and listen
3. Frequently required to sit, stand, walk, reach, and use hands, arms and fingers
4. Required to move up to 40lbs
5. Constantly moving, walking, stooping, kneeling, climbing stairs, crouching or crawling
6. Routinely use standard office equipment such as computers, phones, photocopiers and filing cabinets
7. Use hands/fingers and legs to operate, activate, use, prepare, inspect, place, detect and position materials

CORE AREAS OF RESPONSIBILITY
1. Administrative
Perform miscellaneous tasks for Project Manager (PM), Business Coordinator and AP
Document minutes from weekly meetings
Prepare monthly billing sheets
2. Submittals
Review all project specifications, plans and contracts
Request proposals and confirm scopes
Submit submittal packages per customers requirements
Follow-up on approvals
3. Purchasing
Research and communicate with vendors for pricing and availability
Receive order requests and issue POs
Contact vendors to place orders
Enter and commit cost per PMs approval and coding into Sage
Post to Job Cost
Review and file signed receivers
Reconcile open orders/close open orders over 90 days
Work with AP for vendor statement reconciliations
Renew vendor quotes
4. Tasks
Other duties as assigned