LUT- Construction Administrative Assistant

Job Overview:

The Construction/Operational Administrative Assistant is responsible for overseeing all administrative duties for a construction site. The Administrative Assistant will be the point of contact for the company office on the site. 

Key Tasks and Responsibilities:

• Coordinate RFI (Request for information) and submittal drawings process utilizing Procore (construction management platform)

• Manage construction project documentation and turnover process for multiple major construction contracts. Update and Distribute the Daily Construction Report.

• Interface with ProjectWise project data retention system

• Manage the setup of office space and stock supplies. 

• Ensure site meets company standards and OSHA requirements

• Take plan of the day (POD) and meeting notes and distribute accordingly

• Collect and enter data in Construction Progress Reporting (CPR) System

• Track and record site safety & spills data and enter into Appian System

• Track and Update On Site Posted Regulations and Documents such as State/Federal Employee Postings, Safety Warnings, Building Permits, SWPP Documents etc.

• Assist with complying with safety, federal, and site-specific regulations, and agreements 

• Ensure accuracy of data on documents and certificates 

• Process completion certificates utilizing DocuSign software

• Upload documents and certificates to applicable databases and information storage vaults

• Attend all onsite meetings and provide meeting minutes for publication. 

• Manage electronic and paper copies of agreements, permits, handbooks, procedures, and project-related documentation 

• Assist landowners with complaints and concerns

• Process invoices and conduct Procore Audits 

• Manage shipping and receiving of Owner Supplied Equipment (OSE) for site and receive material in SAP

• Assist in training updates

• Will be the lead for turn over documentation to Ops Group at end of project

• Maintain employee files and time off requests

• Interface with and support on-site staff as needed 

• Provide site support for finance team

Essential Qualifications and Education:

• High school diploma

• 3-5 years of office/administrative experience

• Project/site/field administrative experience preferred

• SAP, DocuSign, Procore and Concur experience is desirable

• Understanding of Microsoft products and/or complementing products preferred

• Competency in Analytical Problem Solving, Strong Communication, Customer/Partner Relationships, and Technology Expertise preferred

Additional Experience and Physical Demands:

• Excellent organizational skills including the ability to organize and maintain a fluid administrative process

• Problem-solving ability in a fast-paced office environment

• Excellent written and verbal communication and presentation skills

• Ability to be self-motivated and to perform duties independently

• Excellent time-management skills

• Demonstrated efficiency in managing multi-disciplinary tasks

• Exemplary standards of integrity, honor, safety, management, ethics, quality, and productivity

• Experience making travel arrangements using web-based resources

• Strong interest in renewable energy

• Strong interpersonal skills and high attention to details

• Sufficient schedule flexibility to manage facility emergencies 24/7

• Proven ability to learn new software programs

• Sitting/Standing/Flexibility: Ability to stand and sit for 8 or more hours when in an office environment

• Speech/Reading:  Ability to speak, read, and write English proficiently and deliver a variety of instructions furnis