Administrative Assistant

Mead & Hunt; Milwaukee (WI); On-site; USD 20,000 - 32,000; Part time

Benefits offered by this job

Strong Company Culture

Robust Career Advancement, Training, &

Growth Opportunities

Employee-Owned Firm

Flexible Schedules

Diverse Skillsets, One Company

Job summary

Mead & Hunt, Inc. is seeking an Administrative Assistant for a part-time role in our West Allis, WI office. The candidate will support Project Managers with project coordination, workload management, and advanced administrative tasks for project teams.

Responsibilities include setup, client coordination, document QA, and invoicing support. Ideal candidates have an Associate degree or equivalent experience; four years of office experience is acceptable without a degree.

Qualifications

• Associate degree in related field plus two years of related experience.
• If no degree, four years of related office experience.
• Ideal candidates will have four or more years of relevant experience.
• Experience with Microsoft Office Projects.

Responsibilities

• Create opportunities in Vision and Microsoft AEC 360 for client/project start-ups.
• Prepare pre-contract items such as start-up forms, risk management items (insurance, W-9 forms, applicable federal provisions, etc.).
• Lead project set-up including filing structure, configuring setup forms, phases, tasks, and budgets per Project Manager or contracts.
• Monitor schedules and deadlines; provide status updates on contracts, invoices, budgets and deliverables.
• Track changes to local, state, and federal guidance and regulations.
• Attend meetings; prepare agendas and distribute minutes as requested.
• Write, edit, and QA various documents: internal communications, contracts, proposals, and reports.
• Communicate with clients, sub-consultants, and agencies; review insurance certificates.
• Manage project files, logs, purchase orders, contracts, submittals, and close-out; process executed contracts and subcontracts.
• Track receivables; assist with invoicing and project budgets.
• Receive and confirm client purchase orders; ensure match to Mead & Hunt proposal.
• May act as project liaison for sub-consultants; monitor deliverables and negotiate terms with risk management.
• May review certified payroll records for compliance with regulations.
• Perform other duties as assigned.

Skills

Project coordination

Administrative support

Document management

Communication

Office software

Education

Associate degree in related field

High school diploma with 4+ years experience

Tools

Vision

AEC 360

Microsoft Office Projects

Job description

Responsibilities

Mead & Hunt, Inc., a nationally recognized professional services consulting firm, has an exciting opportunity for an Administrative Assistant. This position assists Project Managers by providing project coordination, assisting with workload/tasks, and providing advanced administrative support to project teams.This opportunity is available at our West Allis, WI office location and will be a part-time position.

Responsibilities include:

• Create opportunities in Vision and Microsoft AEC 360 software as well as client/project start-up.
• Prepare pre-contract items such as start-up forms, risk management items (insurance, W-9 forms, applicable federal provisions, etc.)
• Lead project set-up including filing structure, completing project set-up form setting up phases, tasks, and budgets per Project Manager or contracts
• Monitor schedules and deadlines for projects. Provide project status updates to Project Managers on contract/change order receipt, project billing milestones/status, budgets, and deliverable deadlines and compile project documents
• Track and inform staff of changes to local, state, and federal guidance changes to applicable rules and regulations
• Attend internal and external project/admin related meetings; prepare agendas and take/distribute minutes as requested
• Write, edit, and/or provide QA/QC for a variety of documents such as internal team communication, project correspondence and reports; contracts, RFP/RFQ solicitations, non-client selection status, proposals, statements of qualification, interview preparation
• Communicate with clients, sub-consultants, and agencies; request and review insurance certificates
• Manage project files, communication logs, extra work requests, job status reports, purchase orders, contracts, construction bid submittals, contractor submittal logs, and construction close-out. Process executed contracts and subcontracts
• Track and follow up with accounts receivable. Assist with invoicing, managing project accounts, and budgets
• Receive and confirm client purchase orders and ensure match to Mead & Hunt proposal and estimate
• May act as a project liaison for sub-consultants including creating sub-consultant contracts, monitoring sub-consultant deliverables, coordinate with risk management for requested negotiation of terms
• May review certified payroll records submitted by contractors and subcontractors to document compliance with state and federal regulations
• Perform other duties as assigned

Successful candidates must have the following:

• Associate degree in related field plus two (2) years of related experience

--OR--

• If no degree, four (4) years of related office experience

Ideal candidates will have any/all of the following:

• Four or more years of relevant experience
• Experience with Microsoft Office Projects
• Understanding of general contracting language and terminology.
• Capacity to leverage current and emerging technologies to provide value to the responsibilities listed

Why Mead & Hunt?

• Strong Company Culture
• Robust Career Advancement, Training, & Growth Opportunities
• Employee-Owned Firm
• Flexible Schedules
• Diverse Skillsets, One Company

Mead & Hunt will not sponsor a visa (H-1B, etc.) for this position.

Employment is contingent upon successful completion of applicable pre-employment screening requirements.

All qualified applicants will receive consideration for employment without regard to protected veteran status, disability, race, color, religion, sex, sexual orientation, gender identity, or national origin.

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