Field Administrative Assistant

Kokosing Industrial•Staunton, VA

2d•Onsite

About The Position

Kokosing is seeking a Field Administrative Assistant for their I-81 project in Staunton, VA. This role supports the Project Manager in daily operations and ensures the efficiency of the field office. The position is in a dynamic, team-oriented environment and is crucial for the smooth functioning of the project, which is expected to complete in June 2027.

Requirements

Proficiency with computers, including Microsoft Windows, Word, Excel, PowerPoint, Outlook and SharePoint.
Excellent organizational skills and ability to multi-task.
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.

Nice To Haves

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.

Responsibilities

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.