Construction Operations Assistant

May 15 2020
Alpha Inc. |Kahului|Full Time
Job Description

POSITION SUMMARY:

 

The Construction Operations Assistant is responsible for handling administrative and office support tasks and manage multiple responsibilities in the organization.  The position will be directly working with office and field staff in the Civil Division to ensure all administrative tasks are efficiently and effectively implemented.   

 

ESSENTIAL DUTIES AND RESPONSIBILITIES:

 

-  Responsible for monitoring contracts, preparing progress reports and processing invoices.

-  Create, manage and organize all file systems and folders; hard and digital copies.

-  Assist in managing day to day operations coordination and support for the Civil Division office and construction sites.

-  Schedule and manage jobsite safety meetings and organization of construction office.

-  Turn in all invoicing for proper close out of each project/job.

-  Work closely with the accounting department to complete all monthly reports and accruals.

-  Provide assistance with purchases, rentals and lease options of new and used equipment and vehicles.

-  Equipment insurance coordination and claims management and support.

-  Responsible for licensing, permitting, registration and titling of all equipment and vehicles.

-  Accurate data entry into various programs and systems.

-  Provide administrative support on key initiatives including calendar management, travel management, expense management, presentation and meeting preparation, meeting setup and email correspondence.

-  Collaborate, provide information and regular administrative support to project managers and business leaders when requested.

-  Create, update and maintain Standard Operating Processes (SOPs) for the Civil Division.

-  Liaison with internal and external contacts and vendors.

-  Work closely with the field construction personnel.

-  Perform a diverse range of executive duties for the Operations Manager.

-  Answer phones and handle customer service calls relating to the Civil Division.

-  Run errands as needed for the Operations Manager and the Project Management Team.

-  Light shipping needs via FedEx, USPS, and UPS.

-  Possess superior organization skills, dedication and follow up to complete projects as needed in a timely manner.

-  Perform other duties as assigned.

 

EDUCATION AND EXPERIENCE:

 

-  High school diploma or GED required. 

-  Minimum two (2) years of construction experience required.

-  Customer Service – two (2) years preferred.

-  Administrative Assistant or related experience – minimum two (2) years preferred.

-  Proficiency in MS Suites - Word, Excel, PowerPoint and MAC Applications - required.

 

SKILLS AND QUALIFICATIONS:

 

-  Dependability – Meets commitments, works independently, accepts accountability, handles change, sets personal standards, stays focused under pressure, and meets attendance/punctuality requirements.

-  Communication – Communicates well both verbally and in writing in order to convey information effectively and efficiently, shares information and ideas with others and has good listening skills.

-  Attention to Detail – Thoroughness in accomplishing tasks, being careful about details.

-  Integrity/Ethics – Deals with others in a straightforward, respectful, ethical and honest manner, is accountable for actions, maintains confidentiality and supports company values.

-  Time Management – Ability to organize and plan how to use one’s time effectively and efficiently.

-  Functional/Technical Skills – Requires the functional and technical knowledge and skills to do the job at a high level of accomplishment, keeps knowledge up-to-date, is a technical resource for others, follows technology practices and standards.

-  Customer Service – Responsible for addressing customer needs and ensuring they have a good experience.  Being pleasant with others on the job and displaying a good-natured, cooperative attitude.

-  Problem Solving – Breaks down problems into smaller components, understands underlying issues, can simplify and process complex issues, understands the difference between critical details and unimportant facts, make decisions and develop solutions.

-  Action Oriented – Enjoys working hard; is action oriented and full of energy for the things he/she sees as challenging; not fearful of acting with the minimum of planning; seizes more opportunities than others.

-  Drive for Result – Targets and achieves results in a consistent manner, sets challenging goals, prioritizes tasks, overcomes obstacles, pushes self and others for results, accepts accountability.

-  Must have a valid Hawaii Driver’s License and access to an insured vehicle.