Field Administrative Assistant

Kokosing; Staunton (VA); On-site; USD 28,000 - 34,000; Full time

Job summary

Kokosing is seeking a Field Administrative Assistant for the I-81 Staunton project in Staunton, VA to support the Project Manager with day-to-day field office operations and ensure efficient, organized workflows.

The role covers invoicing, subcontractor submittals, payroll entries, reporting, and calendar management, requiring strong document handling and communication in a team-driven environment. Prior Viewpoint/HeavyJob and Microsoft Office experience are a plus.

Qualifications

• Associates degree in Business Administration preferred but not required.
• Experience with Viewpoint and HeavyJob is a plus.
• Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook, SharePoint).
• Excellent organizational and multi-tasking abilities.
• Ability to handle sensitive information and work in a fast-paced setting.

Responsibilities

• Maintain office equipment and arrange housing for eligible employees.
• Handle subcontractor submittals and review invoices for approval.
• Perform new hire orientation and maintain payroll time for staff.
• Code and prepare monthly credit card statements for the Project Manager.
• Maintain project calendars, filing systems, and communications.
• Prepare owner reporting binders and assist with monthly cost reporting.
• Coordinate safety luncheons and oversee purchasing and insurance expirations.
• Answer phones, manage mail, and support field supervisor with tasks as needed.

Skills

Office administration

Multitasking

Communication

Organization

Education

Associates degree in Business Administration

Safety-related training a plus

Tools

Viewpoint

HeavyJob

Microsoft Office Suite

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

We're in need of a Field Administrative Assistant at our I-81 project (which is ongoing and will complete in June 2027) in Staunton, VA. This position 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 to ensure organizational effectiveness and efficiency.

Essential Functions And Responsibilities

• Maintain office equipment.
• Arrange housing for eligible employees.
• Handle subcontractor submittals.
• Perform new hire employee orientation
• 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.
• Oversee incoming/outgoing correspondences.
• Approve office supply orders.
• Maintain monthly project calendar.
• 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.
• Maintain Purchase Orders, Notice of Commencements, Notice of Furnishings.
• Maintain block schedule.
• Arrange monthly safety luncheons.
• 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.

Expected base pay range for this position is: $20-$25/hr based on region.

This compensation range is specific to the job level and takes into account the wide range of factors that are considered in making compensation decisions including, but not limited to: education, experience, licensure, certifications, geographic location, and internal equity. The range has been created in good faith based on information known to Kokosing at the time of the posting. Compensation decisions are dependent on the circumstances of each case. This salary range does not include any potential incentive pay or benefits, however, such information will be provided separately when appropriate.

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.