Project Receptionist / Administrative Assistant -Fort Knox Mine

Alaska Aggregate Products.•Fairbanks, AK

22h•Onsite

About The Position

The Project Administrative Assistants is a crucial project staff member that acts as the office liaison between the field project management staff, field crews, field maintenance crew and the AAP main office as well as the client. In addition to daily data entry for assigned project/jobs sites the Project Administrative Assistants will help out with purchase of Maintenance parts for field maintenance department. The position is responsible for a diverse set of tasks that requires data entry and that are critical to a successfully managed and well tracked construction and mining project.

Requirements

High school diploma or equivalent
Must possess a valid state driver license
Knowledge of and the ability to use a computer and software to record, track and design and analyze data.
Knowledge of and ability to use office equipment such as, but not limited to the following; Phones, Copiers, Fax Machines, Scanners
Knowledge of administrative and office procedures and systems such as word processing, managing files and records, designing forms, and other office procedures.
Knowledge of basic bookkeeping principles and practices
Knowledge of, electronic equipment, and computer software, including applications.
Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
Ability to professionally represent the company to suppliers, venders, customers, regulatory agencies and the public.
Ability to work with written and computerized data
Ability to effectively communicate information and ideas in writing.
Ability to understand and effectively communicate verbally with others.
Ability to understand and follow written and verbal instructions.
Ability to ensure that proper safety and incident reporting procedures are followed.
Ability to work with minimal supervision and exercise good judgment in prioritizing and carrying out duties.
Ability to wear protective clothing, as needed on project sites.
Ability to operate a vehicle to transport work related equipment, supplies and materials.

Nice To Haves

One or two year’s administrative, secretarial construction-related field experience

Responsibilities

Takes Ownership of Administrative responsibilities of assigned project/jobs sites
Answer phone and relay messages in a professional and timely manner
Welcome visitors and direct them appropriately
Manage all project site Forms (Change Orders, etc) & Files
Assist Human Resources with the HR duties
Assist the HR department and Project Manager with proper hiring procedures (Personnel Requisition form for Job posting, rehire/new Hire eligibility checks form, PAF forms, hire packet, training forms)
Assist the HR department and Project Manager with communicating changes (rates, transfers, RIFs, etc.)
Exercise discretion with confidential employee information
Assist Health and Safety, Human Resource and Project manager with data entry for health and safety related items
Assist Health and Safety, Human Resource and Project manager with all Safety related trining requirements.
Send all Health and Safety training document etc to the Health and Safety, and Human Resource department.
Point of contact between assigned project/job sites, oeprations, maintenance, accounting/purchasing departments and vendors
Maintain PO Log for assigned project/job sites, oeprations, and maintenance department.
Request quotes from vendors, issuing PO with Project manager approval or head maintenance mechanic as need.
Properly code, complete POs for accounts payable
Send completed PO’s weekly to accounting department
Point of contact for all receiving paperwork for assigned project/job sites, oeprations, and maintenance department.
Daily entry of each employee’s hours into Heavy Job systems or Excel payroll reports
Ensure Daily supervor/foreman timecard matches data entry into Heavy job (ST and OT) and that hours are coded to the correct task/subtasks
Send weekly Heavy Job or Excel payroll reports to payroll department
Submit payroll adjustments if errors or hours are missing
Accurately tracks all job costs (labor, equipment, materials, subcontractors)
Provide Engineer and Project Manager with appropriate reports for performance tracking
Meet month end job cost accounting deadlines
Understand contract, specifications and basic scope of work
Oversee employee travel and billeting arrangements when necessary
Manage all assigned project/job sites, oeprations, and maintenance department. forms (Change Orders, etc.) & Files
Maintain records of communication with client, subcontractors and vendors
Performs other related duties, as assigned