Field Administrative Assistant

Kokosing; Carnegie (Allegheny County); On-site; USD 25,000 - 39,000; Full time

Job summary

Kokosing is seeking a Field Administrative Assistant to support the Project Manager on a Western PA project. This role focuses on organizing field office operations, maintaining accounting and administrative functions, and ensuring project efficiency.

The position is field-based in Western PA, requiring coordination of site logistics, payroll-related tasks, supplier and subcontractor document handling, and timely reporting. Strong organizational and communication skills are essential.

Qualifications

• Associates degree preferred; experience optional.
• Safety-related training is a plus.
• Experience in construction, accounting and payroll functions is preferred.

Responsibilities

• Organize operations and procedures.
• Maintain and supervise field office staff.
• Oversee housing logistics and safety luncheons.
• Prepare payroll sheets and enter payroll time.
• Review invoices and manage project documentation.

Skills

Excellent organizational skills

Strong writing skills

Effective communication

Multitasking in fast-paced environment

Education

Associates degree in Business Administration or related field

Tools

Viewpoint

HeavyJob

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

SharePoint

Job description

Kokosing (www.kokosing.biz) is one of America’s 50 largest General Contractors and services a broad spectrum of clients in both the private and public business sectors. Kokosing’s services include heavy civil/industrial construction such as highways, bridges, underground utilities, water/wastewater facilities, and marine construction. For over 75 years, Kokosing has successfully attracted the most qualified technical personnel in the construction industry by offering visible challenges, superior quality, and attractive rewards. With over $2.8 billion in annual sales and a commitment to its workforce, Kokosing is the winning team.

Job Description:

The Field Administrative Assistant will work in a dynamic, team-oriented environment and will be responsible for supporting the Project Manager in day-to-day operations, overseeing daily functions of the field office operations, developing and maintaining the accounting and administrative functions of a medium to large size project to ensure organizational effectiveness and efficiency.

This role will be primarily field based in our Western PA region.

Essential Functions and Responsibilities:

• Organize operations and procedures.
• Maintain office equipment.
• Manage and supervise assigned administrative staff.
• Arrange housing for eligible employees.
• Oversee incoming/outgoing correspondences.
• Approve office supply orders.
• Maintain monthly project calendar.
• Provide onsite vehicles with clear registration numbers and insurance cards.
• Update organizational chart.
• Prepare owner required monthly reporting binders.
• Code and prepare monthly credit card statement for Project Manager.
• Upkeep subcontractors’ insurance/calendar for expiration dates.
• Maintain expense reports/per diem reports; coding, getting approval and forwarding to HR for processing.
• Review invoices and route for final approval. Maintain packing slips by scanning into Viewpoint to utilize when approving invoices.
• Summarize in-place quantities from the timesheets weekly into Viewpoint for cost report generation.
• Maintain Purchase Orders, Notice of Commencements, Notice of Furnishings.
• Maintain block schedule.
• Arrange monthly safety luncheons.
• Direct all personnel administration activities on project recruiting, new hire sign-up, employee orientation, etc.
• Maintain project employee list with correct current information.
• Prepare payroll sheets.
• Enter payroll time for craft/biweekly/weekly employees.
• Answer phones, take and forward messages, answer routine questions or follow through on routine requests.
• Type all documents; letters, reports, memos, lists, etc.
• Set up and maintain filing systems.
• Photo copy and scan documents.
• Schedule meetings per supervisor’s request, distribute agenda, etc.
• Open, date stamp, and log in mail.
• Maintain confidentiality on sensitive documents.
• Perform additional assignments per field supervisor’s direction.

Education and Experience:

• Associates degree in Business Administration or similar field experience (preferred but not required).
• Any safety related training is a plus.
• Previous exposure to construction, accounting and payroll functions is preferred.

Knowledge, Skills and Abilities:

• Experience with Viewpoint and HeavyJob Software preferred.
• Proficiency with computers, including Microsoft Windows, Word, Excel, PowerPoint, Outlook and SharePoint.
• Excellent organizational skills and be a multi-tasker.
• Dependable and professional.
• Strong writing skills, including proofreading and editing of professional business correspondence.
• Ability to communicate effectively with multiple team members and apply common sense understanding to carry out instructions furnished in written, oral or diagram form.
• Able to prioritize and work on multiple tasks in fast paced, schedule driven environment.

Kokosing is an equal employment opportunity/affirmative action federal and state contractor. The company does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected class.