Administration Assistant
DescriptionGeneral SummaryPosition preforms a wide range of administrative and office support activities to facilitate the efficient operation of the department.
Essential Duties and Responsibilities Administers Recruiting and Onboarding processes.
Verifies employment eligibility of new hires through completion of Forms I-9 and review of supporting documents, confirmation of authorization through E-verify, and periodic self-audits of eligibility records.
Performs various background checks on prospective new hires, utilizing web-based applications.
Evaluates all background reports for employment eligibility.
Provide guidance to employees and acts as liaise between corporate H/R regarding policies.
Provides assistance on benefits issues related to carrier billing, claims, and change reporting.
Coordinate and set up conference calls, management meetings, special events Make travel arrangements for PM's, etc.
Maintain PM's, Supervisors, SSHO and QC personnel's employment documents.
Maintain record/log of all PM's, Supervisors, SSHO and QC's mandatory certifications; including ASHE, CQM, OSHA 30, First Aid, OPSEC, AT=Level 1 Oversee equipment, furniture and telecommunications to ensure daily operations without interruption Train and assist personnel on processes and procedures related to various reports and documents Ensure subcontractors are billing correctly complete work and proposal amounts Converse with vendors regarding accounts receivables, accounts payable and account management and reconciliation Facilitate training on TOMS or other apps to employees Receive and peruse certified payrolls for correctness Arrange for security passes to be issued to proper personnel when needed Supervises and coordinates overall administrative activities for all trailers and office.
Manages the reception area to ensure effective telephone and reception services as first point of contact on behalf of the organization; greets and directs visitors in a professional, friendly and hospitable manner.
Monitors office supplies inventory and places routine orders as needed to maintain adequate stock; orders and delivers supplies as requested by field personnel and office staff.
Reports issues and supervises the maintenance of office equipment, including copiers, laptops, etc.
Liaises with external facilities management to report and coordinate routine maintenance and needed repair services.
Sorts and delivers internal mail, prepares packages for shipping and mails outgoing correspondence.
Provide Human Resources support to J&J employees.
Help with the security requirements access list for J&J and subcontractor's employees.
Maintain good housekeeping for J&J Office.
Arrange for Lease Termination, Removal, and Site restoration.
Obtain Office Equipment and Furniture Obtain Internet Service Obtain Office Supplies Train employees on J&J's policy on authorized POV travel.
Responsible for Vendors, Subcontractors correct submission of Pay Application documents.
Provide support for all Site Employees and Jobsite Office/Trailers.
Maintain all personnel files, equipment and assets for employees.
Invitation to Bid System Manager Compilation of Subcontractor Past Performance, Letter of Commitment, Proposal and Bid Breakout.
Attend contractor/government meetings--perform dictation when necessary.
Organize and compile Change Order LOA's and ULOA's.
Process all vendor and subcontractor invoices within IMS.
Peruse Task Orders for up to date documentation on file.
Obtain certificate of insurances for all subcontractors Follow up on LOA's, PO and CO that have not yet been returned to contract department for execution.
Review, validate and provide first level of approval for Subcontractor's invoices.
Order and maintain log of employee's shirt/attire.
Assist in contacting subcontractor's if PM requires additional information for bids, change orders, etc Procore- teach others Enter invoices into Jamis Request and Process Purchase Orders Knowledge, Experience and Skill Requirements Proficiency in Microsoft Office suite, including Outlook, Word and Excel Strong written and oral communication skills Ability to comprehend and follow detailed instructions Experience in a critical deadlines environment preferred Previous office experience preferred Physical, Environmental and Sensory Requirements Sedentary position requiring frequent use of hands to operate basic office equipment and computer; occasional and/or light lifting required; vision must be adequate to view a computer screen, read fine print and review documents from a wide range of sources.
This job description is subject to change by the employer as the needs of the employer and requirements of the job change.
We maintain a drug-free workplace and perform pre-employment substance abuse testing.
Equal Opportunity Employer/Protected Veterans/Individuals with DisabilitiesThe contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant.
However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information.
41 CFR 60-1.
35(c) Recommended Skills Account Management Accounts Payable Administration Billing Claim Processing Communication Estimated Salary: $20 to $28 per hour based on qualifications.
Essential Duties and Responsibilities Administers Recruiting and Onboarding processes.
Verifies employment eligibility of new hires through completion of Forms I-9 and review of supporting documents, confirmation of authorization through E-verify, and periodic self-audits of eligibility records.
Performs various background checks on prospective new hires, utilizing web-based applications.
Evaluates all background reports for employment eligibility.
Provide guidance to employees and acts as liaise between corporate H/R regarding policies.
Provides assistance on benefits issues related to carrier billing, claims, and change reporting.
Coordinate and set up conference calls, management meetings, special events Make travel arrangements for PM's, etc.
Maintain PM's, Supervisors, SSHO and QC personnel's employment documents.
Maintain record/log of all PM's, Supervisors, SSHO and QC's mandatory certifications; including ASHE, CQM, OSHA 30, First Aid, OPSEC, AT=Level 1 Oversee equipment, furniture and telecommunications to ensure daily operations without interruption Train and assist personnel on processes and procedures related to various reports and documents Ensure subcontractors are billing correctly complete work and proposal amounts Converse with vendors regarding accounts receivables, accounts payable and account management and reconciliation Facilitate training on TOMS or other apps to employees Receive and peruse certified payrolls for correctness Arrange for security passes to be issued to proper personnel when needed Supervises and coordinates overall administrative activities for all trailers and office.
Manages the reception area to ensure effective telephone and reception services as first point of contact on behalf of the organization; greets and directs visitors in a professional, friendly and hospitable manner.
Monitors office supplies inventory and places routine orders as needed to maintain adequate stock; orders and delivers supplies as requested by field personnel and office staff.
Reports issues and supervises the maintenance of office equipment, including copiers, laptops, etc.
Liaises with external facilities management to report and coordinate routine maintenance and needed repair services.
Sorts and delivers internal mail, prepares packages for shipping and mails outgoing correspondence.
Provide Human Resources support to J&J employees.
Help with the security requirements access list for J&J and subcontractor's employees.
Maintain good housekeeping for J&J Office.
Arrange for Lease Termination, Removal, and Site restoration.
Obtain Office Equipment and Furniture Obtain Internet Service Obtain Office Supplies Train employees on J&J's policy on authorized POV travel.
Responsible for Vendors, Subcontractors correct submission of Pay Application documents.
Provide support for all Site Employees and Jobsite Office/Trailers.
Maintain all personnel files, equipment and assets for employees.
Invitation to Bid System Manager Compilation of Subcontractor Past Performance, Letter of Commitment, Proposal and Bid Breakout.
Attend contractor/government meetings--perform dictation when necessary.
Organize and compile Change Order LOA's and ULOA's.
Process all vendor and subcontractor invoices within IMS.
Peruse Task Orders for up to date documentation on file.
Obtain certificate of insurances for all subcontractors Follow up on LOA's, PO and CO that have not yet been returned to contract department for execution.
Review, validate and provide first level of approval for Subcontractor's invoices.
Order and maintain log of employee's shirt/attire.
Assist in contacting subcontractor's if PM requires additional information for bids, change orders, etc Procore- teach others Enter invoices into Jamis Request and Process Purchase Orders Knowledge, Experience and Skill Requirements Proficiency in Microsoft Office suite, including Outlook, Word and Excel Strong written and oral communication skills Ability to comprehend and follow detailed instructions Experience in a critical deadlines environment preferred Previous office experience preferred Physical, Environmental and Sensory Requirements Sedentary position requiring frequent use of hands to operate basic office equipment and computer; occasional and/or light lifting required; vision must be adequate to view a computer screen, read fine print and review documents from a wide range of sources.
This job description is subject to change by the employer as the needs of the employer and requirements of the job change.
We maintain a drug-free workplace and perform pre-employment substance abuse testing.
Equal Opportunity Employer/Protected Veterans/Individuals with DisabilitiesThe contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant.
However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information.
41 CFR 60-1.
35(c) Recommended Skills Account Management Accounts Payable Administration Billing Claim Processing Communication Estimated Salary: $20 to $28 per hour based on qualifications.
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