Job Details
JOB SUMMARY: The Project Clerk will run and organize all project administration activities in cooperation with and under the direction of the Project Manager. The Project Clerk shall assist the Project Manager, Assistant Project Manager, Superintendent, and Project Engineer in processing information and conducting all secretarial/clerical duties at the jobsite level as required. All duties are to be performed in accordance with company policies and procedures.
JOB RESPONSIBILITIES:
- Prepare purchase orders from information provided by the project's management. Transmit the purchase orders to the Purchasing Department.
- Process reports required by the headquarters office with information provided by the project's management.
- Responsible for setting up and maintaining a neat and efficient electronic filing system. File and maintain written and electronic documentation and correspondence.
- Assist in data entry in the company' systems (Ex. eCMS).
- Administer office petty cash, as applicable.
- Responsible for the maintenance of a neat orderly field office.
- Provide logistical support for project's meetings, workshops, and other events.
- Assist in the management of discrepancies in coordination with the Accounting and Purchasing departments.
- Assist with all subcontracts and purchase orders.
- Prepare Change Notification document, manage the document workflow and provide final to the Human Resources department.
- Compile and maintain detailed project documentation including architectural plans, subcontractor bids, reports, change orders, permits, and invoices.
- Aids in the review and preparation of all vendor required paperwork and contracts.
- Sort and distribute incoming mail and prepare outgoing mail (envelopes, packages, etc.).
- Take incoming calls, answer general information inquiries, and forwarding to appropriate staff.
- Ensure procurement of office supplies and consumable materials and report to the Purchasing Department when there are shortages.
- Support the Project Manager in project related matters.
- Perform any other tasks assigned by the supervisor.
REQUIREMENTS: - Associate Degree in Office Administration
- Minimum five (5) years of construction office support experience
- Familiarity with office procedures and basic administrative principles
- Proficient knowledge of MS Office
- Excellent communication skills
- Very good organizational and multi-tasking abilities
- Preferably bilingual in English and Spanish
SKILLS & COMPETENCIES:- Thorough understanding of general contracting and the life cycle of a construction project
- Strong teamwork orientation, initiative, communication, problem-solving, and leadership skills
- Detail orientation enough to organize and manage multiple project tasks
- Proven positive and professional attitude, and strong customer service skills
- Appreciation and understanding of a fast-paced work environment
- Ability to manage several tasks at once and exercise independent judgment related to daily administration of projects
- Solid written and verbal communication skills
- Ability to relay highly detailed information between project managers, subcontractors, and architects/engineers
- Proficient in the use of computer software including word processing, spreadsheets, project scheduling applications, email etc.
- Dynamic, entrepreneurial, disciplined and organized personality
- High sense of urgency, and a strong sense of time management
AIREKO is proud to be an Equal Employment Opportunity and Affirmative Action employer. The Company's policy is not to unlawfully discriminate against any applicant or employee on the basis of race, color, sex, religion, sexual orientation, gender identity, gender expression, national origin, age, disability status, genetic information, military or veteran status or any other applicable legally protected considerations made unlawful by federal, state, or local laws.