What are the responsibilities and job description for the Subcontracts Assistant position at Teichert, Inc.?
Purpose
The purpose of the Subcontracts Assistant role is to provide support to the Estimating and Project Management Teams by establishing construction agreements along with obtaining any related compliance items. This role has primary responsibility for the following areas as well as to provide back up support as needed. Areas include: Issue Subcontracts, Service Orders, Professional Service Agreements and Purchase Orders. Additionally, this position will work with subcontractors to resolve any compliance issues, be efficient and effective support in operating the multi-line phone system, and additional assignments as required.
Focus & Scope
Essential duties and responsibilities, i.e. those which are basic, necessary, and an integral part of the job, are indicated below.
Company / Entity
Technical / Specialty Area
Relationships, Qualifications and Requirements, & Competencies
Key Relationships
Reports to:
Role Qualifications & Requirements
Education:
EOE including disablility/veterans
The purpose of the Subcontracts Assistant role is to provide support to the Estimating and Project Management Teams by establishing construction agreements along with obtaining any related compliance items. This role has primary responsibility for the following areas as well as to provide back up support as needed. Areas include: Issue Subcontracts, Service Orders, Professional Service Agreements and Purchase Orders. Additionally, this position will work with subcontractors to resolve any compliance issues, be efficient and effective support in operating the multi-line phone system, and additional assignments as required.
Focus & Scope
Essential duties and responsibilities, i.e. those which are basic, necessary, and an integral part of the job, are indicated below.
Company / Entity
- Actively supports estimating function goals and objectives through issuing Subcontracts, Service Orders, Professional Service Agreements, Purchase Orders, & obtaining all compliance related items for the agreements issued, completing technical/administrative projects accurately and on time, providing ongoing support as required, and proactively resolving challenges and issues as they pertain to subcontract services.
- Collaborates across departments and supports consistent technical practices and contract procedures. Adheres to policies, procedures, and standards that protect the company's interests.
- Establishes, promotes, and protects Teichert Services Group values including diversity, teamwork, fair work environment, and respect of others. Maintains a "team" spirit within the credit/contracts unit. Works and cooperates with other disciplines (across company lines) to ensure maximum and best use of resources.
- Promotes and protects the community perception of Teichert.
- Builds and maintains positive working relationships with internal and external customers. Facilitates communication of company, project, and reporting policies. Maintains a favorable impression of the company with external customers through professional and courteous interactions.
- Gathers feedback and continuously makes improvements to work processes and practices.
- Assists in achieving a zero injury culture through supporting safety programs and actively participating in appropriate safety meetings and training sessions to maintain a safe, healthy work environment and to meet corporate safety standards.
Technical / Specialty Area
- Contributes to the smooth operation of subcontract services by providing support to the Estimating and Project Management teams which may include some or all of the following:
- Issues Subcontracts, Service Orders, Professional Service Agreements, & Purchase Orders.
- Manages the process of distributing agreements through DocuSign for proper execution of the document through all parties involved in the approval and signing process.
- Monitors and prioritizes agreement requests as a team to insure efficient and timely delivery.
- Instrumental in the collection of compliance related items from all subcontractors for all agreements, new and existing.
- Creates, prepares and distributes monthly insurance expiration notification letters for all expiring/expired insurance certificates. In addition, insures the collection of insurance certificate renewals for all notifications circulated.
- Obtains and updates the necessary information regarding the expiration of all subcontractor's contractor license information as well as DIR number to insure compliance.
- Responsible for the review and approval of bond premium invoices for payment.
- Works with Cost team to resolve any compliance issues that may be causing payment concerns.
- Operates console multi-line. Answers incoming calls and routes to appropriate person or takes legible and accurate messages when necessary. May answer routine questions or follow-through on routine requests.
- Maintains office records and files through accurate and timely processing of documents, setting up and maintaining department files, etc.
Relationships, Qualifications and Requirements, & Competencies
Key Relationships
Reports to:
- Subcontracts Supervisor
- N/A
- Owners, general contractors, subcontractors, general public
- Regional Manager, Area Manager, Estimating Manager, General Superintendent, Superintendents, Project Managers, Administrative Manager, Contract Administrator, Project Accountants, Project Billing staff, Project Engineers, Administrative Staff, Purchasing, and other company business units
Role Qualifications & Requirements
Education:
- High School diploma or GED
- Construction industry and six months prior experience in office/clerical role preferred
- Construction knowledge with issuing Subcontracts, Service Orders, Professional Service Agreements & Purchase Orders
- Knowledge in insurance certificates and bonding
- Successful completion of a pre-employment drug, alcohol, and background investigation
- Current on all company required safety training
- Ability to preserve confidential and proprietary information and successfully avoid conflicts-of-interest
- Basic typing skills
- Knowledge of general office procedures
- Knowledge of multiple-line phone system, business machines
- Ability to use personal computer using Word and spreadsheet applications
- Knowledge of Standard Operating Policies and Procedures
- Ability to consistently appear for work on time
- Relationship Management
- Business Acumen
- Communications
- Organization and Time Management
- People Development
- Technology: Microsoft Office
- Technical competence
EOE including disablility/veterans
