Project Admin Assistant

Dynalectric Company•Portland, OR

10d•Onsite

About The Position

The Project Admin Assistant (PA) assists and supports the Project Manager and Assistant Project Manager. The role tracks daily paperwork, timecards, field daily reports, and other forms using Viewpoint/Vista, Microsoft Excel, and other Microsoft programs. Payroll duties include processing timesheets; handling new-hire paperwork and personnel timesheet setup; processing requests for layoff checks; submitting expense reimbursements; and gathering market recovery documentation for review. The PA also provides project management and multi-departmental clerical support, prepares and sends equipment delivery and field daily reports to general contractors, orders office supplies, and plans appreciation lunches. The position is field-office-based. Typical hours are generally Monday through Friday, 7:00 a.m. to 3:30 p.m., but may vary. Longer hours, including some weekend work, may be required as deadlines approach.

Requirements

High school degree or equivalent.
Ability to work in a fast-paced environment.
Proficiency in the Microsoft Office Suite.
Ability to work independently and in a team environment.
Effective written and verbal communication skills.
Ability to multitask.

Nice To Haves

Bluebeam Revu proficiency preferred.

Responsibilities

Receive field daily reports, enter information into timesheets, and send timesheets to payroll.
Process new-hire paperwork, send it to payroll, create personnel timesheets, and add new personnel to field daily reports.
Process ROF and live checks by receiving layoff information from the superintendent, requesting checks from payroll, printing checks, and obtaining signatures.
Process expense reimbursements by reviewing receipts, completing forms, checking validity, updating a tracking spreadsheet, and submitting them to the Project Manager for signature.
Gather market recovery documentation, including receiving timesheets from site safety, and submit it to the Executive Coordinator for review.
Provide project management and multi-departmental clerical support, including printing, scanning, copying, label printing, wire label printing, and CX packet printing.
Prepare and send OFCI equipment delivery reports to general contractors, including receiving equipment packers from the field and completing, filing, and sending receiving reports.
Send field daily reports to general contractors.
Order office supplies.
Plan appreciation lunches.