Kokosing

Field Administrative Assistant

Kokosing

full-time

Posted on:

Location Type: Office

Location: Milford • Ohio • United States

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About the role

  • 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.

Requirements

  • 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
  • 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
Benefits
  • Health insurance
  • Professional development opportunities
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
office managementpayroll processingexpense reportinginvoice reviewdocument preparationfiling systemsschedulingcodingproject reportingsafety training
Soft Skills
organizational skillsmulti-taskingdependabilityprofessionalismwriting skillscommunication skillsattention to detailconfidentialityproblem-solvingtime management
Certifications
Associates degree in Business Administrationsafety related training