Division Administrative Assistant

Are you looking for a career that uses your administrative skills? Are you self-motivated and looking for an exciting team to work with? Apply today!

Team Member Expectations

Division Administrative Assistant

Team member must have a general understanding of heavy construction and a strong understanding of the administrative aspects of heavy construction projects. This position will report to the Divisional Vice-President.

Mission Statement:

To deliver the highest quality project that exceeds the expectations of our partners while ensuring the safety, wellbeing, and professional development of our team members.

Values:

As Sanford Contractors team members we are:

• Guided by the Golden Rule
• Accountable
• Relationship focused
• Prepared
• Driven

Core Competencies:

• Punctuality, dependability and professionalism at all times
• Work with cost effectiveness, profitability and safety in mind
• Organization and ability to prioritize
• Close attention to detail and accuracy
• Strict confidentiality
• Verbal and written communication skills
• Problem-solving skills
• General understanding of accounting principles
• Data analysis

Core Duties:

• Provide support to estimating department and field operations
• Prepare and track annual subcontract agreements
• Assist in monitoring outlets that contain potential bid opportunities
• Prepare pre-qualifications
• Order plans and proposals
• Prepare and publish bid schedule to subcontractors and suppliers
• Send plans to subcontractors and suppliers to support bidding efforts
• Solicit subcontractor and supplier prices in support of bidding efforts
• Coordinate and complete the DBE/Good faith efforts for projects that are being bid and those projects that we are successful in obtaining
• Obtain bid bond when required and report results to bonding company
• Coordinate the execution and delivery of bid packages
• Coordinate the execution of project contracts
• Compile the Letters of Intent from DBE subcontractors
• Prepare and maintain all electronic project folders (H drive & Sharefile, Field View and Team)
• Coordinate the execution of all preconstruction photos/videos
• Coordinate underground utility locates
• Execute purchase orders to suppliers that will be furnishing materials to projects
• Execute subcontracts to contractors that will be performing on projects and if required send this information to project owner
• Prepare, send and track submittals
• Prepare plan sets for field operations and office, keep sets up to date as changes occur and track in a drawing log
• Prepare and maintain a log of materials that are delivered to the shop/jobsite
• Assist in the preparation of change orders and track in a change order log
• Prepare and maintain a project action items log
• Prepare and track RFIs
• Review/approve invoices of subcontractors and suppliers
• Report payments to DBE subcontractors to appropriate agency
• Track project quantities for production and billing purposes
• Prepare monthly estimates in conjunction with General Superintendents
• Create reports within accounting software to establish project profitability
• Coordinate and execute project closeout requirements
• Be familiar with the responsibilities of the Department Head, General Superintendents, & Estimators in the event of an oversight that needs to be brought to their attention
• Perform tasks that are within your expertise to assist the Department leader, General Superintendents, & Estimators
• Communicate time away from work with team leader and other team members with sufficient notice
• Willingness to work hours as required
• Perform other duties as assigned

Education/Knowledge/Training Requirements:

• Associates degree in Business Administration or Accounting or equivalent knowledge through experience in the heavy construction administration field preferred
• Proficiency in Microsoft Office programs including Excel, Word, PowerPoint & Outlook
• Working knowledge of Viewpoint, Procore & Primavera P6 software systems preferred
• Working knowledge of ISQFT web-based system preferred

• Sanford Contractors is an Equal Opportunity/Affirmative Action Employer
• This position does not have a remote option.

Experience and License Requirements

• Associate's in Business Administration or similar (optional)
• Experience with contract agreements (optional)
• Microsoft Office
• Outlook Calendar/Email
• Project Management (optional)