What are the responsibilities and job description for the Division Administrative Assistant position at Sanford Contractors, Inc.?
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Team Member Expectations
Division Administrative Assistant
Team member must have a general understanding of heavy construction and a strong understanding of the administrative aspects of heavy construction projects. This position will report to the Divisional Vice-President.
Mission Statement
To deliver the highest quality project that exceeds the expectations of our partners while ensuring the safety, wellbeing, and professional development of our team members.
Values
As Sanford Contractors team members we are
Team Member Expectations
Division Administrative Assistant
Team member must have a general understanding of heavy construction and a strong understanding of the administrative aspects of heavy construction projects. This position will report to the Divisional Vice-President.
Mission Statement
To deliver the highest quality project that exceeds the expectations of our partners while ensuring the safety, wellbeing, and professional development of our team members.
Values
As Sanford Contractors team members we are
- Guided by the Golden Rule
- Accountable
- Relationship focused
- Prepared
- Driven
- Punctuality, dependability and professionalism at all times
- Work with cost effectiveness, profitability and safety in mind
- Organization and ability to prioritize
- Close attention to detail and accuracy
- Strict confidentiality
- Verbal and written communication skills
- Problem-solving skills
- General understanding of accounting principles
- Data analysis
- Provide support to estimating department and field operations
- Prepare and track annual subcontract agreements
- Assist in monitoring outlets that contain potential bid opportunities
- Prepare pre-qualifications
- Order plans and proposals
- Prepare and publish bid schedule to subcontractors and suppliers
- Send plans to subcontractors and suppliers to support bidding efforts
- Solicit subcontractor and supplier prices in support of bidding efforts
- Coordinate and complete the DBE/Good faith efforts for projects that are being bid and those projects that we are successful in obtaining
- Obtain bid bond when required and report results to bonding company
- Coordinate the execution and delivery of bid packages
- Coordinate the execution of project contracts
- Compile the Letters of Intent from DBE subcontractors
- Prepare and maintain all electronic project folders ("H" drive & Sharefile, Field View and Team)
- Coordinate the execution of all preconstruction photos/videos
- Coordinate underground utility locates
- Execute purchase orders to suppliers that will be furnishing materials to projects
- Execute subcontracts to contractors that will be performing on projects and if required send this information to project owner
- Prepare, send and track submittals
- Prepare plan sets for field operations and office, keep sets up to date as changes occur and track in a drawing log
- Prepare and maintain a log of materials that are delivered to the shop/jobsite
- Assist in the preparation of change orders and track in a change order log
- Prepare and maintain a project action items log
- Prepare and track RFI's
- Review/approve invoices of subcontractors and suppliers
- Report payments to DBE subcontractors to appropriate agency
- Track project quantities for production and billing purposes
- Prepare monthly estimates in conjunction with General Superintendents
- Create reports within accounting software to establish project profitability
- Coordinate and execute project closeout requirements
- Be familiar with the responsibilities of the Department Head, General Superintendents, & Estimators in the event of an oversight that needs to be brought to their attention
- Perform tasks that are within your expertise to assist the Department leader, General Superintendents, & Estimators
- Communicate time away from work with team leader and other team members with sufficient notice
- Willingness to work hours as required
- Perform other duties as assigned
- Associate's degree in Business Administration or Accounting or equivalent knowledge through experience in the heavy construction administration field preferred
- Proficiency in Microsoft Office programs including Excel, Word, PowerPoint & Outlook
- Working knowledge of Viewpoint, Procore & Primavera P6 software systems preferred
- Working knowledge of ISQFT web-based system preferred
- Sanford Contractors is an Equal Opportunity/Affirmative Action Employer
- This position does not have a remote option.
