- Actively participates in all aspects of the project-specific safety plan and culture.
- Collects, processes, inputs, organizes and files data and documentation from various sources and stakeholders as requested by project management team and/or as warranted by established business processes, in order to support the administrative, documentation, data, reporting, compliance and communications needs of projects.
- Processes information within specific timeframes in order to maintain efficiency and timeliness of documentation, submissions, communications and reporting.
- Organizes information into standard formats and reports in various systems and locations such as the project website, CMiC, etc.
- Coordinates electronic submission of project documentation. Prepares routine correspondence (such as letters, memos, meeting notes and proposals) and reviews outgoing materials for conformance with best practice standards and formats.
- Supports project management during the bidding process, with deliverables such as creating bid invitations, preparing specifications documents, addressing regulatory and compliance requirements and creating, tracking and following up on bid communications.
- Supports project management during the award process, with deliverables such as issuing bond memos, setting up subcontractors in project management systems, granting system and website access to stakeholders, preparing and organizing various components of the contracts and processing final contract documentation.
- Supports project management with project deliverables, such as managing information on the project website and electronically processing various documents (such as submittals, pay applications, bills of sale, compliance documentation, requests for information and change documents).
- Tracks and monitors and/or collaborates with project accounting to ensure necessary documentation (such as insurance certifications, bonds, lien waivers, affidavits, etc.) meets compliance requirements before releasing checks to contractors.
- Contributes to effective, accurate, organized and timely access to information and communications by all stakeholders throughout the project. Key deliverables include creating and updating contact information and distribution lists, creating agendas and meeting notes, collecting and recording various project and compliance documents (such as insurance certificates, certified payrolls, affidavits, performance and payment bonds, etc.) and generating various reports, memos and letters.
- Processes and distributes incoming communications (e.g., mail, email, fax) in a timely manner and responds to routine requests that do not require the supervisor’s attention.
- Provides timely and effective communication via e-mail, telephone, etc. to internal staff and external customers and subcontractors.
- Receives and directs incoming telephone calls and visitors.
- Provides switchboard relief and/or additional administrative support to other functions to help meet business and staffing needs.
- Demonstrates a positive and professional attitude, maintaining composure under pressure.
- Shares subject matter expertise in order to support teamwork and deliver results.
- Demonstrates willingness and ability to work collaboratively and cross-functionally to obtain information or solve problems in support of the team’s goals.
- Exercises discretion and integrity with highly confidential and sensitive information.
Key Role Responsibilities – Additional Core
CUSTOMER SERVICE
- Demonstrates commitment to the highest standards of customer satisfaction by displaying courtesy and sensitivity and responding promptly to customer needs.
- Manages difficult or emotional customer situations promptly and efficiently.
- Meets client commitments; recognizes and acts upon service opportunities.
- Solicits and applies feedback to improve quality and service.
Knowledge, Skills & Abilities
- Ability to perform work accurately and completely, and in a timely manner.
- Communication skills, verbal and written.
- Proficiency in MS Office.
- Organizational skills.
- Ability to deliver quality through attention to detail.
- Ability to learn and use a variety of software, tools and systems necessary to meet business needs.
- Knowledge of construction industry terminology and documents.
- Knowledge of administrative, office and general accounting procedures and standards.
- Ability to build relationships and collaborate within a team, internally and externally.