Field Administrative Assistant

Kokosing Industrial•Carnegie, PA

10d

About The Position

Kokosing is a general contractor serving private and public sector clients in heavy civil and industrial construction. The Field Administrative Assistant works in a dynamic, team-oriented environment, supporting the Project Manager with day-to-day operations and overseeing field office functions. The role maintains the accounting and administrative functions of a medium- to large-sized project to help ensure organizational effectiveness and efficiency. It is primarily field based in the Western PA region. The position also handles project office administration, personnel and payroll support, records, invoices, reporting, scheduling, and routine communications. The assistant may perform additional assignments as directed by the field supervisor.

Requirements

Proficiency with computers, including Microsoft Windows, Word, Excel, PowerPoint, Outlook, and SharePoint.
Excellent organizational skills and ability to multitask.
Dependable and professional demeanor.
Strong writing skills, including proofreading and editing professional business correspondence.
Ability to communicate effectively with multiple team members and use common-sense understanding to carry out written, oral, or diagrammed instructions.
Ability to prioritize and work on multiple tasks in a fast-paced, schedule-driven environment.

Nice To Haves

Associate degree in Business Administration or similar field experience; preferred but not required.
Safety-related training.
Previous exposure to construction, accounting, and payroll functions.
Experience with Viewpoint and HeavyJob software.

Responsibilities

Organize field office operations and procedures and maintain office equipment.
Manage and supervise assigned administrative staff.
Arrange housing for eligible employees.
Oversee incoming and outgoing correspondence; answer phones, take and forward messages, answer routine questions, and follow through on routine requests.
Approve office supply orders and maintain the monthly project calendar.
Provide onsite vehicles with clear registration numbers and insurance cards; update the organizational chart.
Prepare owner-required monthly reporting binders.
Code and prepare the Project Manager’s monthly credit card statement.
Maintain subcontractor insurance records and track expiration dates.
Maintain expense and per diem reports, obtain coding and approval, and forward them to HR for processing.
Review invoices and route them for final approval; scan packing slips into Viewpoint for use when approving invoices.
Summarize in-place quantities from weekly timesheets in Viewpoint for cost report generation.
Maintain purchase orders, Notices of Commencement, Notices of Furnishings, and the block schedule.
Arrange monthly safety luncheons.
Direct project personnel administration, including recruiting, new-hire sign-up, and employee orientation.
Maintain the project employee list with accurate, current information.
Prepare payroll sheets and enter payroll time for craft and biweekly/weekly employees.
Type documents such as letters, reports, memos, and lists; set up and maintain filing systems; photocopy and scan documents.
Schedule meetings at the supervisor’s request and distribute agendas.
Open, date-stamp, and log mail.
Maintain confidentiality of sensitive documents.
Perform additional assignments as directed by the field supervisor.