Construction Administrative Assistant

Job Discription - Construction Administrative Assistant

• Work daily with Project Managers and Procurment Team on requests and processing of PO's and invoices
• Create purchase orders from proposals received from procurement team
• Assign sequential PO numbers according to KHC procedures
• Close attention should be paid to details for accuracy & reasonability test, i.e. proper unis such as sq ft, sq yd, lin yd, size of products, etc
• Obtain approval from necessary approver, i.e. signed copy or docusign
• Scan proposals, contracts or other back up required for purchase order & maintain electronic files of all purchase orders
• As changes or addendums occur to purchase orders update the purchase order & incorporate change document in to electronic file so a history of all changes are maintained
• Maintain a change order log for each subcontractor agreement & project
• Maintain a delivery log for each project
• Maintain PO Summary
• Enter PO's onto PO Summary (Smart Sheet)
• Maintain any fields that have automatic notification features so the proper recipient is notified
• Administrative contact for setting up new projects & granting access to new users
• Set up new projects on Smart Sheet
• Daily Processing of PO's working in conjunction with Construction Accountant to ensure invoices are paid timely and accurately
• Field Vendor calls as needed for payment updates
• Project review
• Periodically review each project to look for abnormalities in products not ordered or PO's that do not have invoices.
• Review KHC accounting AP aging each week for each project to look for invoices not paid. Alert the project managers & procurement staff so they can communicate with necessary accounting staff to ensure timely payments
• Particular attention should be paid to lead times of products, deposits needed to be put on pay applications, final payments required for products to be shipped
• Insurance certificates
• Request insurance certificates from required contractors
• Maintain a file with all insurance certificates
• Maintain a log of expiration dates, contact contractors & vendors when certificates are nearing expiration date
• Review certificates to ensure they have proper additionally insured & coverages required
• Assist procurement staff in obtaining selected proposals
• Fee billings
• Maintain a list of properties fees, billings & labor to be charged for projects & dates required
• Create invoices (needs understand of KHC accounting system to know where bills are to be coded, in kind services vs. billed services)
• Work with accounting staff to process bills
• General office duties
• Enhancing systems, procedures, and manuals to assist our staff in doing their jobs
• Filing, scanning, answering phone
• Assist construction team in maintaining electronic filing of plans, warranties, & other project related documents
• Assist in processing credit cards
• Review credit cards each month from construction staff to pull invoices that need to be put on reimbursement & pay applications. Send invoices to construction accounting to process reimbursable expenses