JOB SUMMARY: The Project Clerk will run, administer and organize all project administration activities in cooperation with and under the direction of the Operations Manager. The Project Clerk shall assist the Operations Manager, Project Manager, Assistant Project Manager and the Superintendent 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.
- Request and receive insurance documents.
- Assist in data entry in the company’s systems (Ex. eCMS).
- Administer office petty cash, as applicable.
- Responsible for the maintenance of a neat orderly field office.
- Provide logistical support for project meetings, workshops, and other events.
- Assist the draft of change orders.
- 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 vendors 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 them to appropriate staff.
- Ensure procurement of office supplies and consumable materials and report to the Purchasing Department when there are shortages.
REQUIREMENTS:
- At least two (2) years of college-level coursework from an accredited university, preferably in office administration
- Minimum two 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
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.
