Operation Assistant

POSITION SUMMARY

 

This position is accountable for providing administrative support to the Operations and Project Management Departments. The incumbent collects technical information on the selected products from the server database and generating submittals from the general contractors for review and approval. Collects, organizes and maintains current project information to meet departmental customer objectives.

 

The incumbent must support the guiding beliefs and core values of the Company, which are centered on Safety, Quality, Delivery, and Teamwork (each of equal weight and importance) but, most importantly, with each built upon the all-important foundation of Integrity.

 

SPECIFIC RESPONSIBILITIES

• Helps VP of Operations and Director of Operations on different projects
• Put together pay applications, submitting applications to general contractors, helping with general contractor and supplier releases.
• Helping find, negotiate rates, request rooms, send confirmations, update log and do expenses for hotels on out of town projects.
• Help field team with miscellaneous expenses.
• Keep track of active job list.
• Update concrete log for revenue forecasting.
• Keep track of PTO calendar.
• Give vendors access to our FTP site for drawings.
• Track drilling schedule.
• Notarize documents.
• Maintain project insurance.
• Update certified payroll on projects with certified payroll.
• Help set up for crew appreciation and other lunches.
• Assist with bond letters.
• Help create job folders and plangrid (online drawing system) setup.
• Miscellaneous other items as needed.

 

EMPLOYEE SAFETY AND COMPLIANCE

 

• Responsible and accountable for incumbent’s own personal safety.
• Responsible and accountable for the safety of all co-workers and any others incumbent comes in contact with.
• Authorized and obligated to stop work on any task or series of tasks whenever an unsafe condition or situation is anticipated or is observed.
• Complies with all applicable laws, regulations and Company policies and procedures, and is subject to appropriate disciplinary action (including dismissal) for failure to do so.
• Reports all violations of applicable laws, regulations or Company policies and procedures promptly, and is subject to appropriate disciplinary action (including dismissal) for failure to do so.
• Performs other related administrative and technical duties as may be assigned or requested by immediate supervision (such as certification training, safety training, procedure review, etc.).

 

POSITION REQUIREMENTS

 

A Minimum of (5) years of experience performing Office Administration functions. High school diploma or General Education Diploma (GED) is required.  An associate’s degree is preferred.

 

In addition, the incumbent must have:

 

• Ability to work with minimal supervision and to anticipate project/office needs.
• Excellent computer skills including Microsoft Office Suite (Excel, Word, PowerPoint), Adobe, Outlook, and project management software.
• Ability to learn new software systems including ICE, Heaven, and ECMS.
• Excellent written and verbal communication skills.
• Excellent interpersonal skills with the ability to effectively relate to employees at all levels, vendors, GCs, and suppliers.
• Outstanding time management, organizational, and prioritization skills with the ability to adapt to sudden changes in work priorities.
• Strong attention to detail, high degree of accuracy, and multitasking skills.

 

• Discretion and trustworthy and being able to keep all information and materials you are privy to strictly confidential (both internally and externally) are essential elements of this position.

 

The Company expects and requires incumbent and each of its other employees to observe and fulfill the above and all other safety responsibilities and actively work toward maintaining a safe workplace.  Failure to do so can result in disciplinary action, up to and including termination of employment.

 

PHYSICAL/MENTAL REQUIREMENTS

 

The incumbent must be able to perform the essential functions of the job with or without reasonable workplace accommodation. 

 

The individual must also be able to wear and properly utilize appropriate personal protective equipment (PPE) to work or visit within areas where it is required.  This includes a hard hat, safety glasses, respirators, ear plugs, steel-toed shoes, or other protective equipment as required by the work performed and location the work is being done.

 

This individual must also have the ability to identify critical issues and formulate action plans with all levels of management, including corporate and executive. 

 

The incumbent must possess the ability to remain calm during emergencies and respond appropriately as dictated by the circumstances of the incident and as directed by the Safety Representative or other management personnel.  Must be capable of evacuating the work area in a timely manner should an emergency arise.