Administrative Assistant

JP Cullen•Milwaukee, WI

30d

About The Position

We’re a collaborative group of highly motivated professionals seeking a team member to support project teams. This position carries a high level of responsibility in helping JP Cullen execute construction projects and you’ll be an integral part of that process. The ideal candidate has a business acumen and can gather, comprehend, and distribute information to all affected project stakeholders.

Requirements

Two years associates degree in a Business or Administrative focus OR High school diploma or equivalent with two years of Business or Administrative training or equivalent experience
Be customer service focused and have excellent communication and interpersonal skills
Proficiency in Microsoft Office programs

Responsibilities

Support the Project Manager, Superintendent, and/or Site Engineer on Accounting and Operations activities and more:
Enter and submit time sheets
Verify time & material (T&M) tickets from field to Payroll
Gather and send new employee information to Payroll
Maintain and distribute trend charts, Procore reports, Operator Inspection sheets, concrete and soil testing reports, Daily End of Shift reports, etc.
Schedule Jobsite Visits, Operations Plans, Pre-installs, and various meetings with clients, Architect/Engineer, and Subcontractors
Take jobsite photos on a weekly basis & distribute accordingly
Coordinate safety lunches
Print job information for field personnel and foremen as needed
Update and post safety signage
Order supplies for the field (lumber, hardware, etc.)
Send Yard Orders and Tool transfers to the Yard
Draft, send, track, and execute Subcontracts and Agreements
Ensure correct information is gathered and distributed to the project team:
Distribute drawings & contract documents when new documents are produced by the design team
Receive, send & track submittits (e.g., product data, shop drawings, and samples) to and from subcontractors, suppliers & designers.
Assist in the change management process:
Submit/Assist with submitting all Requests for Information (RFIs)
Submit/Assist with submitting all Requests for Information (RFI’s)
Track responses, update, and send logs to the Architect and Engineers
Post all paper sets and electronic sets of drawings with RFI’s/CB’s
Sending, receiving, tracking Requests for Quotations (RFQs) from Subcontractors/Vendors
Collaborate across the organization:
Distribute varieties of documents (letters, reports, memos, meeting minutes etc.). May entail producing confidential documents.
Ensure routine work items (daily, weekly, monthly, data reports, and similar items) are received. Follow-up and expedite late items.
Maintain a clean office environment and buy supplies as needed
Maintain electronic & physical files & record documents