Craft - IRA Administrator

RES•Golden Shores, AZ

8d•$23 - $26•Onsite

About The Position

The IRA Administrator supports site staff and provides administrative assistance for a specific project. The role works with project managers, site management, employees, customers, vendors, and walk-in visitors, and supports office processes, project documentation, employee records, payroll-related submissions, purchasing, safety documentation, and site activities. The position lasts for the duration of the specific project. The employee is responsible for maintaining accurate records and documentation, supporting field employees, handling communications, and helping ensure that project and company procedures are followed. The role requires professional interaction with a range of stakeholders, regular attendance, initiative, and the ability to work with minimal supervision. Occasional travel to an airport in a personal vehicle is required. Safety is a primary responsibility. The employee is expected to follow safe practices and operating procedures, reinforce safe behaviors, report unsafe conditions, ensure that Job Hazard Analyses occur before work begins, and complete required job- and task-specific training. The work may involve occasional exposure to extreme temperatures, humidity, wet conditions, noise, hazards, and vibration. Candidates must pass a pre-employment background investigation and drug test.

Requirements

High school diploma or GED.
One to three years of office experience.
Ability to operate a vehicle safely and possess an appropriate, valid driver's license.
Advanced knowledge of communication, relationship building, Microsoft Office (including Excel, Word, and Outlook), multitasking and prioritization, 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.
Ability to work independently and in groups.
Professional ability to work with clients, vendors, employees, managers, and supervisors.
Regular attendance is an essential requirement.
Ability to meet the physical demands described, including frequent standing and walking and constant reading, vision, repetitive motions, and sitting.
Ability to 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 assistance as requested.
Answer a multi-line telephone professionally and with 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 transitioning-employee paperwork is complete and submitted to HR within deadlines.
Enter expense claim reports and ensure supporting documentation is sent to Payroll.
Ensure DOT paperwork is complete and submitted weekly to RES DOT, including scanning/emailing and sending originals by FedEx.
Assist with issuing purchase orders, addressing vendor issues, matching invoices to purchase orders or requisitions, and receiving invoices against purchase orders.
Support internal office processes and company policies.
File safety paperwork and upload it to Procore using assigned naming conventions.
Create and update spreadsheets and documents, and track data as assigned by supervisors.
Order and stock office and kitchen supplies.
Send, receive, and distribute FedEx and USPS mail.
Assist with planning and organizing site events and activities.
Recognize issues that require action and take initiative to resolve or report them while working with minimal supervision.
Keep current with professional and industry best practices.
Travel occasionally to the airport in a personal vehicle.
Ensure safety requirements are met and follow safety practices and procedures.
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 data from individuals enrolling in the Apprenticeship program.
Reinforce safe behaviors and address at-risk behaviors.
Report potentially unsafe conditions and use materials and equipment properly.
Ensure Job Hazard Analyses occur before scopes of work commence.
Follow technical, quality, safety, and security systems and determine appropriate action.