Administrative Assistant - Catapult

At Catapult, we are supporting one of our members, a prominent organization in the Construction Industry, in their search for an Administrative Assistant. This position is located onsite in Charlotte, NC.

Responsibilities:

Office Assistance:

• Manage office deliveries and office supplies
• Maintain phones and other office equipment/services and coordinate repairs/changes as needed
• Answer phones and greet visitors
• Finalize and deliver bids/proposals
• Assist with hiring needs and policies
• Assist in maintaining office space appearance
• Assist with quarterly community service project
• Assist with travel plans
• Assist project teams with various day-to-day assignments

Project Assistance:

• In cooperation with Project Management team(s), set up projects within Company policies, providing notification to all necessary company personnel
• Assist project teams as needed
• Multi-task between 3-10 projects, with varying scopes of work and 4-5 Managers
• Prepare Owner Billing documents which may include Sales/Use Tax Statements, Subcontractor DBE Reports, Lien Releases
• Generate and collect subcontracts and purchase orders according to Company policies and owner requirements
• Administer subcontracts and purchase orders, obtaining required acknowledgements and documentation such as EEO, W-9, and Insurance Certificates
• Generate pay estimates, lien waivers and change orders for subcontractors according to Company policy for approval by the Project Manager
• Process vendor invoices and receiving documents
• Receive, route, track, and retain job records according to company policy
• Report document deficiencies to Project Managers
• Interact with Owner, Project Managers, Field Personnel, Subcontractors, and Vendors to complete project closeout
• Scan and index all pertinent records as documents are generated
• Maintain a high level of professional ethics and demand the same of all employees

Division Assistance:

• EEO - Research/Generate/Communicate/Report/Records Retention - in cooperation with EEO Officer, Employee Services and Project Team on all Federally Funded Projects
• Manage Division Sub Prequalification approval process according to company policy
• Maintain Project Contracts according to company policy
• Provide support/back up for all administrative staff in the building as needed and as time allows
• Primary Backup for Office Staff which includes but not limited to:
  • Greet visitors, manage mail, office deliveries and office supplies, maintain phones and other office equipment/services and coordinate repairs/changes, maintain Division weekly schedule, compile weekly per diem, vehicle registrations/tags/insurance/fuel man cards, weekly fuel man invoice for Division, request Visa cards and collect outstanding Visa statements, order office supplies, birthday cards for Division, process Division expense/mileage reimbursements, order/setup Division lunches