What are the responsibilities and job description for the Project Administrative Assistant position at Ziegenfuss Drilling?
Looking for administrative assistant for Construction Company PART TIME
· Assistant to President/Managers and Controller
· Accounting / Billing
o Familiarity with Sage, accounts receivable and invoicing weekly and monthly statements
o Month end reports for accounts – total sales, sales by state, etc.
o Create weekly invoices/billing to send out
o Familiar with accounts receivable procedures and sending out statements to customers.
· Payroll
o Proficient knowledge of Payroll processing
o Prepare certified payroll submissions/ prevailing wage/fringe benefits
o Knowledge of ISN / Open Invoice / LCP Tracker
o Generated weekly payroll reports, including Certified Payroll when needed, ensuring accuracy and compliance.
· Project Management
o Prepared General Contractor In-Take and Close Out Documentation
o Prepare Job Progress reports and master lists
o Assist in filling out job contracts
o Job File Management (hard copies and online) and Organization / Dailies
o Managed procurement and distribution of Certificates of Insurance for projects, maintaining compliance
o State Paperwork submissions as required for regulations – VDOT, DOT
o Master project list for work completed to date
o Obtain overweight permits, compressor permits, etc.
· Travel bookings
o Book flights, hotels, rental cars – often requires after hours time.
Safety Manager & OSHA Reporting and tracking
o Employee Certification Management
o Create safety meeting sheets and meeting topics
o Track SDS Sheets and Regulations
o Responsible for calling in 811 mark outs for excavation projects as required.
Project Review and Estimating
o Familiarity with Blue book/ Isqfeet, Bid scope, construct connect, etc. to identity potential jobs, knowledge of reading construction plans a plus
o Print out relevant parts of drawing specs and boring reports for potential jobs to bid
o Typing of Sales Quotes / proposals/managing responses and follow-up
· Miscellaneous
o General Administrative Office Work
o Receptionist – answering phones
o Prepare fed ex ground, overnight, freight shipments
o Order trip overweight permits as needed for trucks
o Managed incoming company mail
o Maintain DOT records and equipment maintenance records
o Assist office with daily tasks
Required:
High School Diploma
3 years experience in construction administration
Knowledge of Microsoft Outlook, Word, Excel, Sage Accounting Software
Must be reliable, organized and efficient, willing to learn
Salary : $23 - $25