Self-Perform Operations (SPO) Administrative Assistant

Position Description: Provides administrative support to the SPO Department

Reports to: Project Engineer, SPO Project Manager, SPO Manager or Project Executive

Essential Duties & Responsibilities:

• Obtain information and approvals for processing of shop drawings, product data and samples. Assist in the communication of this information across all levels of the project team.
• Tracking of materials ordered against ROJ (Required on job) dates and track delays.
• Assist in managing other aspects of communication including submission and responses for Requests for Information (RFI’s), project pursuit correspondence, and material submittals.
• Contact vendors/subcontractors during the bidding phases to ascertain coverage of trade items and identifying problems that may exist.
• Coordinate with Procurement department to ensure all utilized subcontractors are current with vender prequalification.
• Receive questions from bidders and obtain clarification through the Project Engineer (or Bid period Request For Information (RFI) Lead), if necessary, and forward answers to all bidders.
• Ensure that a sufficient number of properly submitted bids are received on bid day.
• Assist in the receiving and organizing bids.
• Conduct follow-up calls to bidders
• Spreadsheet development and responsibility: Assist in the preparation of assigned spreadsheets based on template provided by Procurement designed to confirm that bidders have complied with contract documents, scope requirements, quantities of key materials and labor, alternates and unit pricing, schedules and logistics plans, labor costing (Prevailing Wage, Davis Bacon, etc.), M/W/DBE or other business classification requirements, insurance and bonding requirements and any other project-specific requirements.
• Develop general knowledge of contract documents.
• Assist in the maintenance and updating of contract documents, electronic web-based documents and project logs.
• Attend and document project meetings, Prepare agendas and distribute meeting minutes.
• Assist engineering to ensure that materials and equipment are released for fabrication or manufacture in time to meet the construction schedule.
• Assist in the preparation of final records for the project including close-out documents, Operations/Maintenance (OM) Manuals, etc.
• Collect invoices and assist with pay application development and gather trade partner time sheets for billing verification.
• Collect Time and Material Sheets and track daily spend on Change Order work.
• Assist in the collection, tracking and coding of invoices.
• Contribute to development of reports for Operational Review Meeting (ORM), Profit Plan, and Current Account Budget (CAB).
• Distribute schedule, scope details, and other information required for construction to appropriate parties.
  Organize submittals and shop drawings.
• Oversee closeout process and prepare final records including Requests for Information (RFI’s), close-out records, warranties, as-builts, Operations and Maintenance manuals (O&Ms), attic stock, spare parts, and evaluate information to ensure compliance with contract documents.
• Schedule meetings for subcontractor trade coordination, preconstruction, and submittal reviews.
  Assist in New Hire Paperwork, Tracking of Training and new hire orientation.
  Other activities, duties, and responsibilities as assigned.

Turner is an Affirmative Action and Equal Opportunity Employer minorities / females / veterans / individuals with disabilities/ sexual orientation / gender identity. VEVRAA Federal Contractor

Qualifications:

• One years’ experience in general office responsibilities and procedures.
• Proficient in Microsoft Word and Outlook; Excel and PowerPoint.
• Must be able to work independently and as part of a team.
• Organization skills
• Professional written and verbal communication skills
• Strong interpersonal relationship building skills
  
  

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; talk or hear and taste or smell. The employee is frequently required to stand and walk. The employee is occasionally required to climb or balance and stoop, kneel or crouch. The employee must frequently lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance visions, color vision, peripheral vision, depth perception and ability to adjust focus.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is sometimes exposed to moving mechanical parts. The employee is occasionally exposed to airborne particles or caustic chemicals. The noise level in the work environment is usually moderate.

*May perform other duties as assigned.

Turner is an Equal Opportunity Employer  
Minorities/Females/Veterans/Individuals with Disabilities/Sexual Orientation/Gender Identity.  
VEVRAA Federal Contractor