Office Administrator Jobs

Description

McShane Construction is seeking an Office Administrator for our Madison, WI office. We are looking for an energetic and well rounded individual to join our team.

Office Associate Responsibilities

• Coordination of various events (lunches, team building, volunteer, etc.)
• Maintain a list of office supplies needed for office and field, verify deliveries against order summary and put away when they arrive
• Assist with marketing duties (shirt orders, conferences, trade shows, career fairs, etc
• Reception duties: Greet visitors; answer phones and direct calls; and maintain and stock common areas (conference, kitchen, etc.)
• Mail, UPS, and courier duties: Pick up, sort, and disperse mail daily; collect and stamp invoices for approval; prepare UPS packages; and arrange courier pick-up and delivery as necessary

Project Administrator Responsibilities

• Assist in Subcontractor Prequalification process in Textura PQM
• Create Subcontracts and Change Orders in CMIC and issue to Subcontractors
• Assist with project close-out by preparing and distributing punch lists, scheduling completion of punch list activities, and obtaining maintenance manuals from subcontractors and suppliers
• Project insurance certificate tracking: Obtain certificates from subcontractors (subs) and follow-up on non-compliant or expired certificates

Accounting Responsibilities

• Develop an understanding of cost code and reporting systems. Code all material invoices for approval by Project Manager
• Assist with gathering information for payment application. Prepare the application for payment, contact subcontractors regarding invoices, and verify accuracy of pay application forms

Requirements

• Strong attention to detail and the ability to produce work that is accurate, complete, and error-free is required
• Associates degree or equivalent combination of education and experience
• Ability to use or learn project management software. CMiC experience preferred
• Proficient in the use of computers and word processing, spreadsheet, presentation, and email software
• Ability to communicate effectively and work productively with others
• 2+ years related accounting or construction administration experience preferred
• Other success factors include reliability, positive attitude, professionalism, and an eagerness to learn
• Initiative and a proactive approach to work to support project teams at the highest level possible
• Ability to prioritize and manage multiple priorities and deadlines