Job duties (but not limited to):

• Answer phones/greet walk-ins
• General office filing
• Retrieve mail from post office & distribute; run local errands at times
• Maintain inventory of all office supplies
• Maintain a clean business-like office environment
• Computer system management with local IT person
• Work in a computer network environment to manage files and information to maintain accuracy and access to all parties
• Process material invoices: get invoices sorted & coded by Project Managers/Superintendents; maintain accurate information for vendors used
• Gather weekly timesheets from Project Managers/Superintendents; review timesheets making sure correct job name/# is listed and cost codes have been added
• Administrative support for Project Managers and Superintendents
• Maintain subcontractor list (company name, contact person, email address, phone #)
• Assist in preparing Contractor Qualification Statements/Request for Proposals
• Assist Project Managers in sending out bid solicitations to various subcontractors; download plans & specifications onto server - print office copies of same; check for issued Addendums on project & send to subcontractors; receive quotes/proposals from subcontractors and distribute to Project Managers; assist in completing bid forms/documents for submission on bid date
• When awarded new jobs – generate Contracts with subcontractors; make sure we have W9 forms, current insurance and license information for subcontractors
• Generate Notice of Commencement forms for new projects and file with the County
• Set up and maintain job files – keeping file current and up to date / maintain current job list; upon project completion generate close out notebook for owner
• Maintain list of company owned vehicles and make sure property taxes are paid when due and distribute new plate tags, renewed insurance cards, and make sure receipts for oil changes are put in appropriate vehicle files
• Box up closed job files and plans
• Maintain office calendar with vacations, holidays, etc.