On-Site Field Admin for Construction Projects

Kokosing Construction; Carnegie (Allegheny County); On-site; USD 42,000 - 64,000; Full time

Job summary

Kokosing Construction seeks a Field Administrative Assistant to support the Project Manager and field office operations on a Western PA project. The role focuses on maintaining accounting and administrative functions for a medium to large project, enabling organizational efficiency in a field setting.

Based in the Western PA region, the position requires multitasking, strong writing, and proficiency with Viewpoint/HeavyJob and Microsoft Office.

Qualifications

• Associates degree in Business Administration or similar field experience (preferred but not required).
• Experience with Viewpoint and HeavyJob Software preferred.
• Proficiency with Microsoft Windows, Word, Excel, PowerPoint, Outlook and SharePoint.
• 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.
• Safety related training is a plus.

Responsibilities

• Organize operations and procedures.
• Maintain and service office equipment.
• 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 registration numbers and insurance cards.
• Update organizational chart.
• Prepare owner required monthly reporting binders.
• Code and prepare monthly credit card statements for Project Manager.
• Maintain subcontractors’ insurance/calendar expiration dates.
• Maintain expense and per diem reports; approvals and HR forwarding.
• Review invoices and route for final approval.
• Maintain packing slips by scanning into Viewpoint for invoice approvals.
• Summarize timesheets into Viewpoint for cost reports.
• Maintain Purchase Orders, Notices, and Furnishings.
• Maintain block schedule.
• Arrange monthly safety luncheons.
• Direct personnel administration activities on project recruiting, new hire sign-up, orientation.
• Maintain project employee list with current information.
• Prepare payroll sheets.
• Enter payroll time for craft/biweekly/weekly employees.
• Answer phones, messages, routine questions.
• Type documents; letters, reports, memos, lists.
• Set up and maintain filing systems.
• Photo copy and scan documents.
• Schedule meetings and distribute agendas.

Skills

Strong writing

Organizational skills

Multi-tasking

Communication skills

Attention to detail

Education

Associates degree in Business Administration

Tools

Viewpoint

HeavyJob

Microsoft Office

SharePoint

Job description

Kokosing Construction seeks a Field Administrative Assistant to support the Project Manager and field office operations on a Western PA project. The role focuses on maintaining accounting and administrative functions for a medium to large project, enabling organizational efficiency in a field setting.

Based in the Western PA region, the position requires multitasking, strong writing, and proficiency with Viewpoint/HeavyJob and Microsoft Office.