Administrative Coordinator

Weston & Sampson•Rocky Hill, CT

3d•Onsite

About The Position

Weston & Sampson is seeking a Administrative Coordinator with 2-5 years of experience to provide administration support to the Construction, Maintenance and Repair division. This position will be out of our Rocky Hill, CT office location and offers flexible working hours. What you’ll do: Work closely with Estimator to coordinate bids and proposals including: Request RFP/RFQ, issues check as needed Upon receipt, review requirements Request bonds and COI from insurance broker Pull together documents: DCAM, Clerk’s vote, etc. Complete bid form Photocopy and make arrangement for timely delivery (mail or hand deliver) Complete DCAM certification and registration paperwork annually Responsible for P/S checkbook, balance monthly, return to Accounting Maintain a list of all bids, when and if we submitted and win/lose Execution of contracts as required, this includes requesting insurances, performance/payment bonds, get appropriate signatures Attend bi-weekly bid meeting Print Reports throughout the month supplied by technician Meet monthly with Inspection Technician, and General Manager to discuss inspection reports. Update inspection spreadsheet Mail reports and make appropriate copies and distribute accordingly Pay Estimates Contract document information (bonds, insurance, notice to proceed, substantial completion dates). Vendor compliance Pre-Construction meetings and all applicable reports Attend Close Out Meetings/prepare notes and reports

Requirements

Associate Degree in Business Administration preferred
A minimum of 3 years administration related experience is required. Construction related experience is preferred
Strong interpersonal skills, including the ability to work in a team environment and get along with others
Good writing and verbal communication skills
Ability to organize, manage and coordinate multiple assignments
Able to meet deadlines, to work cooperatively with others and when necessary, work overtime and weekends
Must have strong computer skills including a working knowledge of Microsoft office software, including Word, Excel and PowerPoint, and other database software
Valid driver's license

Nice To Haves

Construction related experience is preferred
Associate Degree in Business Administration preferred

Responsibilities

Work closely with Estimator to coordinate bids and proposals
Request RFP/RFQ, issues check as needed
Upon receipt, review requirements
Request bonds and COI from insurance broker
Pull together documents: DCAM, Clerk’s vote, etc.
Complete bid form
Photocopy and make arrangement for timely delivery (mail or hand deliver)
Complete DCAM certification and registration paperwork annually
Responsible for P/S checkbook, balance monthly, return to Accounting
Maintain a list of all bids, when and if we submitted and win/lose
Execution of contracts as required, this includes requesting insurances, performance/payment bonds, get appropriate signatures
Attend bi-weekly bid meeting
Print Reports throughout the month supplied by technician
Meet monthly with Inspection Technician, and General Manager to discuss inspection reports.
Update inspection spreadsheet
Mail reports and make appropriate copies and distribute accordingly
Pay Estimates
Contract document information (bonds, insurance, notice to proceed, substantial completion dates).
Vendor compliance
Pre-Construction meetings and all applicable reports
Attend Close Out Meetings/prepare notes and reports