Contract Administrative Assistant -Marquette, MI | General Heating and Air Conditioning

Contract Administrative Assistant -Marquette, MI

Job Title:Contract Administrative Assistant

Division: Contract

Status: Full Time

Deadline: 5/31/2017

General Summary:

Provides daily support by assisting the Assistant Project Managers, Estimators and Project Managers with their administrative needs.

Principal Accountabilities:

  • Assists project managers with letters, purchase orders, subcontracts, transmittals, faxing, copying, scanning, phone calls and e-mails.
  • Assist with project set up including assigning job number, PM binder set up with tabs, determine submittals and O&M requirements and fill out submittal schedule to start submittal process.
  • On design-build projects (projects that do not go through the formal submittal process), assist with shop drawing processing, release equipment and complete O&M manuals.
  • Determine anticipated delivery dates for equipment, review bi-weekly and make sure equipment is on schedule. Pass on new information so submittal schedule can be updated.
  • Contact all subcontractors to update them on schedule changes and notify them in advance when they are needed on site.
  • Get copies of change orders to subcontractors/suppliers for any changes and forward approved change orders to field foreman.
  • Track costs in the COINS system to monitor subcontract costs, labor, etc and print reports when needed.
  • Assist in keeping prints up-to-date.
  • Create any Excel spreadsheets or Word documents when needed. Learn to use new software when needed
  • Procures and returns plans for bid as directed.
  • Backs up receptionist during lunch daily and help when regular employee is absent.
  • Organization and upkeep of the reference library and the plan bin storage.
  • Performs other duties as assigned by supervisor and project managers.

Knowledge, Skills and Abilities Required:

  • High School degree with minimum of 2 years post-secondary education.
  • Minimum 3 years of experience in an office setting.
  • Requires a comprehensive understanding of the Company’s organizational structure and HVAC terminology
  • Proficient with Excel and Word; requires good word processing skills and accuracy.
  • Requires courteous, professional and diplomatic behavior when interacting with internal and external contacts.
  • Strong written and oral communication skills required.

Scope Data (budget accountability, operating revenues, organizational unit responsibility, number of employees supervised, other pertinent numeric data):

  • Types approximately 20 – 25 letters, 20 – 30 purchase orders, and 20 – 30 transmittals, per month.

Description of physical working environment:

  • Normal office environment. Routinely works from a sitting position with a computer.  Repetitive typing and computer use required.  Regular bending, twisting, and light lifting is common.