Construction Administrative Specialist - Fort Wayne, United States - Crosby Excavating Inc

Description

About us

We are professional and our goal is to strive to maintain the highest degree of technology in the industry, so that we can offer our customers the best solutions to their needs.

All Crosby Excavating employees are dedicated to the understanding that our customers are the most important people. Our customers are NOT dependent on are dependent on them.

Our company will continue to thrive and grow by maintaining our mission and continuing to serve our customers to the best of our abilities.

Our Values Safety Honesty Productivity Integrity Innovation Orderliness.

Come work for us We are looking for a highly organized and detail-oriented Administrative Specialist to join our team. The Administrative Specialist will conduct daily administrative tasks and provide administrative support to departments and management.


Essential Duties & Key Responsibilities:

• Maintain the Principal Projects' Billing Spreadsheet.
• Assist Project Managers: Create project specific tracking spreadsheets.
• Utilize ComputerEase (construction software): Project Billing Setup and Document management.
• Update monthly Manpower Utilization spreadsheet.
• Maintain the Project Chart Spreadsheet (list of active projects)
• Assist Accounts Payable as needed (Certificate of Insurance, AP file setup, filing, mailings/notifications, verify invoices with packing slips, stone tickets)
• Assist Accounts Receivable (Create Contractor's Monthly Manhour Employment reports).
• Maintain digital filing systems (Company drive and ComputerEase).
• Track Recycled Concrete for billing purposes.
• Assist with special projects and coordinate events.
• Assist with employee documents (onboarding, service recognition, offboarding).
• Organize digital file folders and documents on company 'C' drive.
• Perform administrative services including photocopying, filing, employee phone list updates, order supplies and stationery (e.g., letterhead, business cards, envelopes).
• Create Field Book Packets for jobsite foremen, as needed.
• Maintain Completed Major Projects spreadsheet.
• Manage Subcontractor Annual mailings: Certificate of Insurance, Agreements, W9, Tax Exemption Certificates.
• Contribute ideas for continuous office improvement and effectiveness.
• Manage Crosby project signs spreadsheet.
• Provide Receptionist duties as needed; greet visitors and answer/direct phone calls.
• Other activities, duties and responsibilities assigned.

Qualifications:

• High School Diploma or GED
• Minimum of 5 years of relevant construction administration experience, or other related industry
• College degree in Business Administration, a plus
• High degree of detail, accuracy, and organizational skills
• Maintain confidential information.
• Work independently with some oversight and as part of team.
• Approachable, proactive, positive, and professional attitude
• Professional verbal communication and written business communication skills
• Able to conduct research and effectively proofread.
• Exhibit active listening skills and follow through on commitments.

Experience and Skills:

• Strong verbal and written communication skills, able to convey information clearly and effectively.
• Exceptional organizational abilities, capable of maintaining order and structure in tasks and responsibilities.
• Previous experience in office or administrative roles, demonstrating familiarity with various administrative tasks.
• Proficiency in using productivity software such as Microsoft Office (Word, Excel, PowerPoint).
• Effective time management skills, able to prioritize tasks efficiently and consistently meet deadlines.
• Intermediate proficiency in Microsoft Word, Excel, PowerPoint, Projects, and Smartsheets
• Strong communication and organizational skills
• Previous office/administrative experience a plus

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.

• Sit for more than 6 hours per shift
• Use hands to finger, handle and feel
• Reach with hands and arms
• Talk and/or hear
• Walk or move from one location to another
• Occasionally may need to climb, balance, stoop, kneel, or crouch
• Lift and/or move up to 10 pounds regularly and up to 50 pounds occasionally
• Punctuality and regular attendance consistent with the company's policies are required for the position.
• Average work week is hours, which can vary depending on business need.
• The work environment for this position is a moderately noisy office setting.

The company reserves the right to modify this job description with or without notice.

Employees may be asked to perform additional duties outside of normal job scope on a temporary basis per company policy.

Physical Demands - The physical demands described here are representative of those that mu