Company overview.
Allison-Smith is a premier electrical contracting, communications, engineering, and technology firm and we have been one of the South's leading electrical contractors for 80 years. Projects range from $100 to $200M in many different submarkets of commercial and industrial work. Our clientele includes Fortune 500 companies like Coca-Cola, Facebook, Google, and Microsoft, to name a few.
Our Purpose. "We build problem solvers." Our Core Values. Care, Leadership, Success
We are a company of high performing problem solvers. If you consider yourself a problem solver, team player, strong organizer, strategic thinker with excellent communication skills, and a great attitude where it's infectious, we'd like to meet you. If you are full of energy, hard-working, easy-going, innovative, and have a desire to be an integral part of our professional team, keep reading.
Job description.
We are looking for a passionate, self-motivated, and dedicated administrative assistant to support our on-site project team. You must be comfortable working at a construction job site, independently, as well as part of a team, in a fast-paced environment with tight deadlines.
Responsibilities and role.
Construction document management:
Manage related job documents and forms in coordination with foreman, and office staff.
Device management:
Support device management of company assigned smartphones, MS Tablets, MiFis, and iPads in coordination with primary office managers and IT; includes assisting field users with updates and troubleshooting.
Field representative and labor support:
Provide administrative support to field team.
- Crew structure: Maintain accurate manpower list.
- Equipment buggy tracking: Manage in coordination with field representatives.
- New hires: Process new hire paperwork (Payroll forms, I9, W4, company forms)
- Personnel files: Maintain employee files / records - submit copies to field operations department.
- Record management: Manage records for construction equipment on site (forklifts, ladders, electrical supplies).
- Supplies: Order, track, and manage field representative supplies as requested.
- Update field trackers: Manage in coordination with field representatives.
General administration tasks:
General typing, emails, filing and internet navigation. Handle day-to-day administrative office needs. Manage job site inquiries/calls, faxes, and personnel requests.
- Meetings: Coordinate and schedule meetings on behalf of field foreman or office staff.
- Catering: Coordinate and schedule lunch orders and/or food delivery or pick up on behalf of field foreman or office staff.
Job forms, logs, and lists management:
Manage and maintain referenced documents:
- Forms: Load Schedule of Values
- Manpower: Manage and update Labor Counts and Manpower Lists
- Staff contact and company assigned devices: Maintain and update contact/device of project staff.
Job reports:
Produce and maintain daily/weekly/monthly job reports.
- Daily reports: Coordinate daily reports.
- Job reports: Compile, compose, collect data, and submit in a timely manner.
- Look ahead reports: Compile 6/12/20 reports for time sensitive submission.
- Meeting minutes: Attend required meetings to take minutes, notes, and compose in electronic file for distribution and filing.
Liaison:
Act as liaison and provide necessary support to AS staff, client(s), vendors, and other contractors associated to the project by maintaining the flow of information and coordination of schedules.
- Administrative: Support device management efforts in collaboration with executive assistant and IT.
- Field Operations: Support new hire, terminations, and labor related processes on behalf of lead foremen.
- Job Site Personnel: Liaison to client, contractors, and vendors to provide various requests and information.
- Project Managers: Provide administrative support to job site project management team.
Manpower management:
Support field operations team in fulfilling job site hiring and terminations by maintaining the flow of information and coordination of schedules.
- New hire orientation: Support new hire onboard orientation process in collaboration with manpower manager(s).
- Employee separations: Process and submit termination / lay off forms to field operations on behalf of foreman.
Material orders and deliveries:
Manage and coordinate material orders and deliveries to ensure accurate and timely delivery to the appropriate individuals.
Office supplies and small equipment:
Order, track, and manage office supplies, and small office equipment.
Permits and inspections.
Request and manage electrical permits and inspections on behalf of lead foremen.
Recordkeeping and files:
Manage project records and files.
- Contract/Master documents: Assist with the handling and filing of contract / master documents.
- Project Manager files: Organize PM files (physical or digital).
- Field Representative files: Maintain field employee write ups and other field documentation such as upcoming training, scheduling, and attendee lists.
Site access authorization and approvals:
Process site access requests prior to site visits for visitors and/or employees - includes following security procedures and process badges.
Shipping and receiving services:
Coordinate Courier, FedEx, FedEx Freight, and UPS other shipping and receiving requests.
Timekeeping and Payroll:
1. Provide timekeeping support to approximately 50 supervisors using a dedicated app.
2. Assist supervisors with:
. Clocking in and out of employees via the app.
. Managing and resolving exceptions identified by the app.
. Backfilling or correcting missed clock-ins or clock-outs.
3. Support supervisors and project managers in the final submission of timesheets to payroll, including:
. Coordinating the review and resolution of all timekeeping exceptions.
. Ensuring all entries are accurate and ready for payroll processing, with guidance from app-generated insights.
Technical skills required.
- MS Office Suites + MS Teams
Key job functions required.
- Adaptability
- Attention to detail
- Customer service
- Diligence
- Effective communication
- Multi-tasking
- Organization
- Problem-Solving
- Professionalism
- Task Management
- Time Management
Benefits.
We offer a competitive compensation package, including salary, benefits, and opportunities for professional growth within a collaborative and innovative work environment.
- Paid Medical, Disabilities, and Life
- Critical Illness, Dental, Life, Vision, and EAP
- Onsite Fitness Center and Health and Wellness Program
- 401k Retirement & Profit Sharing + Financial Advisory Services
- Paid Holidays and Vacation
- Paid Training and Development
Equal Opportunity Employer.
Allison-Smith Company is an equal opportunity employer. We value diversity and are committed to creating an inclusive environment for all employees.
Resumes.
To apply, please submit your resume, cover letter, and any relevant certifications to .