Job Summary: Office administration and support during the preconstruction and project delivery phases of our work.
Responsibilities
Essential Responsibilities
Office Administration
Front Desk Receptionist.
Answer telephones.
Order office supplies.
Book travel for crews thru certify/ travel options or google for best option.
Update all compliance posters.
Assist field staff and update training.
Quarterly EEO filings.
Setup lunches for Lunch & Learns.
Set up annual summer outing and holiday gathering.
Preconstruction
Help communicate with clients as needed to identify and/or define project requirements, scopes and objectives, and intent to bid.
Assist with pre-bid qualifications and bidders list.
Check ITB’s for scope. Search for potential projects
Review documents with team and track opportunities.
Create opportunities in Groundworks (or similar) and SharePoint site.
Monitor and track project progress. Notify the team of any changes (through bid list, opportunity status reports and meeting agenda) and make Groundworks updates required.
Download documents (plans, specs, geotechnical report and addenda) from plan rooms and perform assessment to convey to team.
Project Delivery
Collect forms for new vendor set up.
Assist with preliminary information for project and forward to subcontractors and vendors.
Assist in creating PO’s as needed and send to vendors and subcontractors.
Assist in creating sub-subcontracts as needed and send to subcontractors.
Set up material delivery with operations feedback if requested.
Assist with AZ5000 Form (tax exempt) to send to vendors and subcontractors. Coordinate with Keller Account Payables Person.
Create and maintain comprehensive project documentation.
Create SharePoint site and upload all files over.
Create Blue books for projects.
Assist Superintendent with daily report updates (as needed)
As needed coordinate with KNA Safety Reps to gather and furnish Project/Contractor Required Safety Documents and Certifications. If applicable, schedule/setup special trainings, certifications, or drug testing for our personnel as needed.
Call in 811 tickets (with PM’s help) and keep GW and project team updated on current expiration dates. Renew tickets for ongoing projects as needed and convey that to the project team.
Facilitate enrollment in OCIP/CCIP programs
Request COI as needed
Request P&P Bonds
Provide support in shipping any items to clients and/or job sites.
Send executed change orders back to Client and update budgets with revenue and costs.
Facilitate pricing of materials (e.g. casing, aggregate pier materials, grouting materials) and equipment rentals. Keep list of updated pricing for common materials and equipment rentals as well as accurate vendor contact list with typical lead times for delivery.
Make certain that the project manager needs are met as the project evolves.
Qualifications
#Keller1
Seniority level
Entry level
Employment type
Full-time
Job function
Administrative
Industries
Construction
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