LUT- Construction Administrative Assistant

Job Overview:

The Construction/Operational Administrative Assistant is responsible for overseeing all administrative duties for a construction site. The Administrative Assistant will be the point of contact for the company office on the site. 

Key Tasks and Responsibilities:

• Coordinate RFI (Request for information) and submittal drawings process utilizing Procore (construction management platform)

• Manage construction project documentation and turnover process for multiple major construction contracts. Update and Distribute the Daily Construction Report.

• Interface with ProjectWise project data retention system

• Manage the setup of office space and stock supplies. 

• Ensure site meets company standards and OSHA requirements

• Take plan of the day (POD) and meeting notes and distribute accordingly

• Collect and enter data in Construction Progress Reporting (CPR) System

• Track and record site safety & spills data and enter into Appian System

• Track and Update On Site Posted Regulations and Documents such as State/Federal Employee Postings, Safety Warnings, Building Permits, SWPP Documents etc.

• Assist with complying with safety, federal, and site-specific regulations, and agreements 

• Ensure accuracy of data on documents and certificates 

• Process completion certificates utilizing DocuSign software

• Upload documents and certificates to applicable databases and information storage vaults

• Attend all onsite meetings and provide meeting minutes for publication. 

• Manage electronic and paper copies of agreements, permits, handbooks, procedures, and project-related documentation 

• Assist landowners with complaints and concerns

• Process invoices and conduct Procore Audits 

• Manage shipping and receiving of Owner Supplied Equipment (OSE) for site and receive material in SAP

• Assist in training updates

• Will be the lead for turn over documentation to Ops Group at end of project

• Maintain employee files and time off requests

• Interface with and support on-site staff as needed 

• Provide site support for finance team

Essential Qualifications and Education:

• High school diploma

• 3-5 years of office/administrative experience

• Project/site/field administrative experience preferred

• SAP, DocuSign, Procore and Concur experience is desirable

• Understanding of Microsoft products and/or complementing products preferred

• Competency in Analytical Problem Solving, Strong Communication, Customer/Partner Relationships, and Technology Expertise preferred

Additional Experience and Physical Demands:

• Excellent organizational skills including the ability to organize and maintain a fluid administrative process

• Problem-solving ability in a fast-paced office environment

• Excellent written and verbal communication and presentation skills

• Ability to be self-motivated and to perform duties independently

• Excellent time-management skills

• Demonstrated efficiency in managing multi-disciplinary tasks

• Exemplary standards of integrity, honor, safety, management, ethics, quality, and productivity

• Experience making travel arrangements using web-based resources

• Strong interest in renewable energy

• Strong interpersonal skills and high attention to details

• Sufficient schedule flexibility to manage facility emergencies 24/7

• Proven ability to learn new software programs

• Sitting/Standing/Flexibility: Ability to stand and sit for 8 or more hours when in an office environment

• Speech/Reading:  Ability to speak, read, and write English proficiently and deliver a variety of instructions furnished in written, verbal, diagram, or schedule form
• Lifting: Ability to lift items weighing up to 10 pounds 
• Vision/Hearing: Ability to understand a variety of instructions furnished in written, verbal, diagram, or schedule form
• Safety: Ability to understand and communicate safety precautions when necessary

About Us

• Lutech Resources has over 25 years’ experience providing tailor made recruitment and integrated resource management to leading Engineering, Energy and Manufacturing sector companies worldwide. We set ourselves apart from others in the industry by building long term relationships with both our clients and candidates based on a mutual understanding of their targeted industry and a passion for excellence. With every engagement, our goal is to quickly place qualified talent with the best suited employer. We have a genuine understanding of candidates and clients’ needs. Along with a dynamic and effective service, we strive for positive outcomes for everyone, every time.

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