Craft - IRA Administrator

RES•Golden Shores, AZ

6d•Onsite

About The Position

The Administrative Assistant supports site staff for the duration of a specific project. The role assists project and site teams with administrative operations, documentation, timekeeping, onboarding paperwork, expense claims, procurement support, records, mail, supplies, and site activities. It also supports field employees by contacting corporate resources to resolve issues and helps collect records and apprenticeship enrollment data. The position requires professional interaction with clients, vendors, employees, managers, supervisors, and visitors, along with initiative, accuracy, regular attendance, and the ability to work with minimal supervision. Safety is a primary responsibility. The employee follows safe practices and established procedures, reinforces safe behavior, reports potentially unsafe conditions, uses materials and equipment properly, and ensures Job Hazard Analyses occur before scopes of work begin. The employee receives job- and task-specific training before work commences and follows applicable technical, quality, safety, and security systems. The role requires a high school diploma or GED, with some college preferred, and 1–3 years of office experience. Employees must be able to operate a vehicle safely and hold an appropriate valid driver’s license. Occasional travel to an airport in a personal vehicle is required. The anticipated base salary is $23–$26 per hour; final compensation depends on education, qualifications, experience, and work location.

Requirements

High school diploma or GED.
1–3 years of office experience.
Able to operate a vehicle safely and possess an appropriate valid driver’s license.
Advanced knowledge of communication, relationship building, Microsoft Office (Excel, Word, Outlook, etc.), multitasking and prioritizing, organizational skills, attention to detail, accuracy, office procedures, following directions, and research.
Intermediate knowledge of recordkeeping, document tracking, timekeeping, and hiring forms.
Basic knowledge of I-9 completion.
Able to work professionally with clients, vendors, employees, managers, and supervisors.
Able to work independently and in groups.
Meet the physical demands described for the role, with reasonable accommodations available where applicable.
Pass a pre-employment background investigation and drug test.

Nice To Haves

Some college preferred.

Responsibilities

Assist the Project Manager, site management, staff, customers, vendors, and walk-in visitors as needed.
Take meeting minutes as required.
Support field employees by contacting corporate resources to resolve issues.
Provide data and other assistance as requested.
Answer a multi-line telephone professionally and follow proper telephone etiquette.
Administer project documentation and filing systems according to company guidelines.
Review employee timesheets and accurately enter them into the timekeeping system by payroll deadlines.
Enter and maintain utility locate request tickets as assigned for the project duration.
Ensure new-hire and employee-transition paperwork is completed and submitted to HR by deadlines.
Enter expense claim reports and ensure supporting documentation is sent to Payroll.
Ensure DOT paperwork is complete and submitted to RES DOT weekly by scanning and emailing it and sending originals by FedEx.
Assist with issuing purchase orders, vendor issues, matching invoices to purchase orders or requisitions, and receiving invoices against purchase orders as needed.
Support internal office processes and company policies.
File safety paperwork and upload it to Procore using assigned naming conventions.
Create and update ad hoc spreadsheets and documents and track data as assigned by supervisors.
Order and stock office and kitchen supplies.
Send and receive FedEx and USPS mail and distribute it.
Assist with planning and organizing site events and activities.
Identify issues requiring action and take initiative to resolve or report them while working with minimal supervision.
Stay current with professional and industrial best practices.
Travel occasionally to an airport in a personal vehicle.
Ensure safety requirements are met and follow safe practices while working.
Work professionally with clients, vendors, employees, managers, and supervisors.
Maintain regular attendance.
Perform other job-related duties or functions requested by the supervisor or onsite supervisors.
Help collect and confirm records internally and from subcontractors.
Collect site data from individuals enrolling in the Apprenticeship program.
Reinforce safe behaviors, address at-risk behaviors, report potentially unsafe conditions, and use materials and equipment properly.
Ensure Job Hazard Analyses occur before scopes of work commence.
Understand and follow standard operating procedures; receive job- and task-specific training before work begins.
Follow applicable technical, quality, safety, and security systems and determine appropriate action.