Job Description
Job Description
Job Summary : The Operations, Safety, & Office Administrator will oversee and coordinate various administrative, safety, and operational functions within the Benchmark / Accumark business brands. This role combines responsibilities from contracts, bid administration, billing / invoicing, project coordination, fleet administration and compliance including assigned safety responsibilities and any other tasks assigned to this role may be required to ensure efficient and effective operations.
Key Responsibilities :
- Contracts and Administrative Coordination :
Draft, review, and manage contracts with clients, vendors, and subcontractors.
Responsible for creating & maintain accurate records of all contracts in accordance with company standards, procedure including federal, state, & local compliance requirements.Provide administrative support to the management team, schedule meetings, prepare reports, correspondences, & other administrative tasks may be required.Bid Administration :Receive, Process, Record, Track, Prepare and submit bid proposals for new projects, as they are received.
Coordinate with the estimating team to gather necessary information for bid submissions.Track and follow up on bid status and outcomes.Compiles cost and technical elements in the development of proposals.Collaborates with Ops Leadership the RFP response and oversees the drafting of a cost-estimated, detailed, and persuasive proposal.Works in conjunction with Corporate Counsel on all contracts, ensuring all required signatures are obtained.Review all customer requirements to ensure that they are met in the proposal and collaborate with internal and external contacts.Using the company specific database, organize, coordinate, and track all incoming bid request and proposal responses as well as records, and dependencies during the bid.Attends all virtual pre-bid meetings representing the Company, submits and asks questions as needed.Organize and arrange internal meetings for bid review and approval.Billing and Financial Management :Reviews customer and project contracts and change orders to establish understanding of requirements related to deliverables, pricing, labor category requirements (prevailing wage), payments terms, etc. Communicate this critical project information to the internal team.
Creates and maintains customer and project profiles within the ERP system in accordance with company procedures and requirements.Completes audit of revenue entry for accuracy and completeness and resolves discrepancies by following standard procedures. Performs revenue recognition process.Creates invoicing based on customer and project billing requirements.Assists with the reconciliation and resolution of billing discrepancies.Supports AR / Collection efforts following established processes and procedures.Utilizes ERP system to track and record customer interactions as they relate to Accounts Receivable.Assist with preparation of daily and weekly accounts receivable reports.Present customer account and collection initiatives on periodic Aging reviews.Assist with bank and financial audits as needed.Assist with preparation of daily and weekly accounts receivable reports.Generate and process invoices for completed projects.Monitor accounts receivable and follow up on overdue payments.Assist with budget preparation and financial reporting.Fleet Administration :Operator Training Program
Oversee the maintenance and repair of company vehicles and equipment.Schedule regular maintenance and inspections to ensure fleet reliability and safety.Maintain accurate records of fleet maintenance activities and expenses.Preventative Maintenance Program
Train and provide branch managers / superintendents with the tools and resources to help keep their fleet and equipment in the field and generating revenue.Locate local vendors / repair facilities.Provide recommended maintenance schedules for all vehicles and equipment.Decide and coordinate major repairs in accordance with Capex policies.Program & Systems Management
Manage the day-to-day relationship with Holman, Geotab, and 3rd party vendors.Assist in reviewing and approval of repairs.Provide training on the use of Geotab / Holman administrative services (Obtaining fuel PINs, vehicle documents, creating logins for new employees, etc.).Licensing
Ensure all vehicles are properly licensed in accordance with state and federal regulations.Asset Management
Validate and report on all assets being equipped with working telematics equipment.Help coordinate and lead the transfer of assets between locations.Update all respective systems and departments of asset transfers.Create and maintain system to catalog non-vehicle fixed assets.Compliance
Responsible for overseeing & maintaining fleet compliance, including federal, state, and local regulations in accordance with company standards, procedure, requirements, support other departments, prepares accurate reports & filings both internal & external, attend meetings, conferences, events, and other compliance related tasks, as may be required.Travel 25% may be required for Fleet Inspection, Assessment and Readiness.Qualifications :
Bachelor’s degree in business administration, Construction Management, or related field experience.Proven experience in contracts management, bid administration, billing, project coordination, and fleet administration / maintenance.Strong organizational and multitasking skills.Excellent communication and interpersonal abilities.Proficiency in relevant software applications (e.g., MS Office, project management tools).Skills :
Attention to detail and accuracy.Ability to work under pressure and meet deadlines.Problem-solving and decision-making skills.Knowledge of subsurface utility excavation, line locating, & leak survey industry standards and practices.Position will temporarily be remote and may be transitioned to an in office role.
