Field Administrative Assistant

About the role

The Field Administrative Assistant will work in a dynamic, team-oriented environment and will be responsible for supporting the Project Manager in day-to-day operations, overseeing daily functions of the field office operations, developing and maintaining the accounting and administrative functions of a medium to large size project to ensure organizational effectiveness and efficiency.

This role will be primarily field based in our Western PA region.

Essential Functions and 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.

Education and Experience

• Associates degree in Business Administration or similar field experience (preferred but not required).
• Any safety related training is a plus.
• Previous exposure to construction, accounting and payroll functions is preferred.

Knowledge, Skills and Abilities

• Experience with Viewpoint and HeavyJob Software preferred.
• 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.