Summary: Supports Vice President of Civil Construction, Project Managers and Estimators by coordinating project bids, contract requirements, submittals and billings for projects. Responsible to provide administrative support in the areas of general office duties, Human Resource administration and Safety administration.
Essential Duties and Responsibilities:
Assists with maintaining upcoming bid schedule and plan retrieval.
Picks-up or arranges for pick-up of plans and specifications when required.
Tracks and obtains addendums issued during the bidding process.
Orders bid bonds when required.
Prepares bid forms and proposals for Estimators, as necessary.
Coordinates and schedules with the Bid Runner for bid delivery.
Collects project background information needed by estimators, as necessary.
Processes incoming project contracts through proper channels of review, ordering of insurance certificates, bonds, proper signatures, and other required forms needed to complete the contract.
Prepares subcontracts and tracks/transmits subcontractor submittals, insurance certificates and other required paperwork.
Works with Estimators and Project Managers on daily project submittals and correspondence.
Submits certified payroll for Veit and subcontractors.
Prepares contract billings accurately and timely per project requirements.
Tracks change order requests, approval status, and documentation for billing.
Assists with approval process of Subcontractor billings for Accounts Payable.
Assists Project Manager in tracking status of client payment of invoices.
Obtains/transmits required documentation for project closeout (e.g. final lien waivers, IC-134 forms, etc.).
Prepares request for retainage release from client.
Archive files for closed projects.
Human Resources Administration:
Assists walk-in applicants seeking employment opportunities.
Coordinates with Human Resources and completes New Hire Orientation, as requested.
Assists Safety Department with Department of Transportation (DOT) certification process.
Assists with project specific screening, as requested.
General Administrative Support:
General office administration, including, answer phones, collect/distribute mail, ship/distribute FedEx, UPS and/or packages as needed, order office supplies for inventory and staff, and perform minor repairs on company office equipment.
Prepares, distributes and files project correspondence, as well as setup of project files for office and field.
Assist with out-of-town accommodations for field staff, as requested.
Keeps supervisor informed of known actions, written or verbal, which may affect the ability to successfully perform assignments or adversely affect Company operations.
Other projects or duties as assigned by management.
Requirements & Qualifications
Good communication skills both oral and written when working with all levels of management, employees, external vendors and other business associates. Must clearly communicate directions and information. Speaks effectively before groups as well as individuals. Must have good interpersonal skills.
High school diploma (GED); or five plus years of related experience and/or training; or equivalent combination of education and experience.
Ability to read, comprehend and act on simple instructions, write simple correspondence and work in a small office team environment.
Knowledge of Microsoft Office Suite.
Often required to sit, stand, walk, bend knees, stretch arms, talk and hear. Seldom lifts and/or moves up to 20 pounds. Occasionally required to stoop or kneel.
The work environment characteristics described here are representative of those an employee encounters while performing essential functions in a typical office environment.
Requires 8-hour work days, with occasional overtime, Monday through Friday.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Veit is an Equal Opportunity Employer