Administrative Assistant, Cost Management - JRM Construction Management, LLC

Job Summary

Cost Control at JRM is seeking a Work Order Administrative Assistant to join their team. The admin will serve as the point of entry for all Work Orders and Extras for the Change Order Department.   

Responsibilities

• Serve as point of entry for all Work Orders and Extras for the Change Order Department 
• Perform data processing of change orders, including scanning, filing, and distributing drawings/sketches in an electronic version. 
• After applications are approved; create Lien Waivers and distribute to Subcontractors 
• Track receipt of Original Lien Waivers and other pertinent documentation 
• Enter information into Timberline; Create Client Change Requests, Subcontracts, Subcontractor Change Orders and Purchase Orders
• Verify supporting documentation (Back-up)
• Verify and document Subcontractor paperwork (insurance certificates, Lien Waivers, Signed Subcontracts)
• Communicate with Field Supervisors as needed
• Manage project documentation
• Create and assemble new job files while maintaining existings
• Printing and distribution of Work Order email attachments
• Track and document problem Work Orders
• Enter Work Orders and Recaps
• Track new jobs for subcontractor contact information changes 
• Generate outstanding proposal reports
• Contact subcontractors for missing proposals
• Report and coordinate with Cost Managers
• Printing and distribution of Work Order email attachments
• Entering & Reviewing Work Orders and Recaps as well as tracking and documenting problem Work Orders
• Track new jobs for subcontractor contact information changes
• Confirm reason for Change Order voids and alert Purchase Order Department.
• Review subcontractor values on Change Orders and confirm with PM/PD for subcontractor agreement
• Confirm moves or changes in values with accounting
• Create Change Orders and Purchase Orders in emergency situations
• Review PM Aging Extra reports and report any discrepancies to Director of Field Operations
• Manage and maintain new job folder data requirements
• Processing all purchase orders 

Qualifications

• Experience in an administrative support role in a fast-paced office setting is ideal 
• Excellent organization and attention to detail skills 
• Strong written and verbal communication skills 
• Adaptability in a fast-paced and ever-changing environment 

Computer Systems

• Microsoft Office (Word, PowerPoint, Excel, and Outlook) 

Salary Information

• To the extent this position is performed in New York City, the annual salary range for this role is $55,000 - $65,000.

The referenced salary range is based on the Company's good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training, and skill level.

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