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Concrete Administrator
Chicago, IL
Job Description
The position works closely with the President, Estimating, Project Managers, Project Engineers, Legal, Risk, and Accounting departments for the implementation of processes for proposals, estimates and projects for the McHugh Concrete Group.
Expectations:
Uphold the core values of the company. Exceed client expectations and achieve all project goals. Accurately manage document control.
As concrete administrator you will:
James McHugh Construction Co. is an equal opportunity employer and does not discriminate on the basis of race, color, gender, religion, age, national origin, citizenship status, veteran status, sexual orientation, genetic information, disability, and or any other basis protected by law or company policy.
EOE of Minorities/Females/Vets/Disability
Expectations:
Uphold the core values of the company. Exceed client expectations and achieve all project goals. Accurately manage document control.
As concrete administrator you will:
- Reports to President
- Organize and manage Outlook – email and calendar.
- Organize computer folders/files.
- Schedule meetings, conference rooms, etc.
- Schedule travel arrangements.
- Takes notes, etc., as needed.
- Collect, organize, code and approve credit card receipts and statement.
- Create executive reports, dashboard, etc.
- Record meeting minutes.
- Order supplies.
- Main point of contact for Contracts, Subcontracts, PO’s Lease/Rental agreements, etc.
- Ensure they are reviewed, sent, received and executed in a timely manner.
- Works with VP of Preconstruction and Concrete Estimators on the following
- Downloads drawings and documents for bids.
- Sends ITB’s (Invitation to Bid) to all potential bidders in iSF.
- Helps estimators to track and maintain follow-up logs for ITB’s.
- Assist in writing and assembling proposals.
- Fills out required prequalification information for potential and current clients.
- Works with Project Staff (SPM’s, PM’s, Superintendents, etc.)
- Collect, organize and assign proper phase codes on credit card receipts.
- Order prints or other documents for the project team as needed.
- Order marketing materials (shirts, jackets, etc.) as needed.
- Track and follow up on Contracts, Lease/Rental Agreements, Purchase Orders, etc.
- Work closely with the President, VP of Preconstruction, Estimating and Project Management group to ensure the completion of all necessary paperwork; escalate or resolve issues as necessary to ensure project stays on track.
- Act as the liaison and key contact for all concrete projects.
- Accounting – manage and expedite applications for payment, assist in all project billings, waivers and AP.
- Subcontracts – manage and expedite the processing of subcontracts and purchase orders.
- Risk Management – manage and expedite the submission and review/approval of certificates of insurance.
- Responsible for coordinating all special projects as it relates to the McHugh Concrete Division.
- Responsible for creating and managing a spreadsheet to include but not limited to all subcontractors, purchase orders, rent agreements and lease agreements.
- Work closely with the Contract Administrator on all subcontracts.
- Coordinate all activities of bid day to ensure that the bid is complete and on time.
- Responsible for ensuring that the President is supported in day to day responsibilities.
- Promote and maintain professional and cooperative relationships with all clients and company personnel.
- Other duties as assigned.
- Bachelor’s degree or 5 plus years of administrative/executive assistant experience.
- Must be able to work independently and exercise discretion.
- Must be able to apply innovative and effective management techniques to maximize employee performance.
- Thorough understanding of corporate and industry practices, processes, standards, etc. and their impact on project activities; superior communication and interpersonal (tact, diplomacy, influence, etc.) skills essential.
- Must be business oriented.
- Must have strong skills in Microsoft Office programs including, Outlook, Word, Excel, PowerPoint, One Note, etc.
James McHugh Construction Co. is an equal opportunity employer and does not discriminate on the basis of race, color, gender, religion, age, national origin, citizenship status, veteran status, sexual orientation, genetic information, disability, and or any other basis protected by law or company policy.
EOE of Minorities/Females/Vets/Disability
Job Summary
Start Date
As soon as possible
Employment Term and Type
Regular, Full Time
Required Education
Bachelor's Degree
Required Experience
5+ years
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