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Administrative Project Coordinator
Post Date: 09/20/2019
Close Date: 12/01/2019
AE2S/AE2S Construction
4050 Garden View Dr, Suite 200

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$30,000 - $49,999

Grand Forks

Job Description:

AE2S Construction in Grand Forks is seeking an Administrative Project Coordinator. This position will provide support to the HSE Manager, maintain and provide vehicle fleet program coordination, and assist with various accounting functions as deemed necessary.


-- Assist HSE Manager in maintaining safety data, metrics, reports.
-- Assist in managing companies’ Safety Management Systems.
-- Provide support of data gathered for safety metrics.
-- Assist in managing insurance claims to include both confidential injury claims as well as equipment claims.
-- Maintain Safety Equipment Inventory database, including ordering items as needed.
-- Capture new employee safety and training certifications.
-- Provide support in managing a comprehensive list of certificates of insurance for clients.
-- Assist HSE Manager in prequalification processes.
-- Assist in compiling drug and alcohol testing information and metrics for client and company requirements.
-- Maintain and update company safety policies and procedures.
-- Assist in development of weekly, monthly, quarterly and yearly safety requirements.
-- Work directly with individual construction districts to maintain, track and forecast safety budgets.
-- Maintain Vehicle Fleet program and all related tasks, including vehicle and equipment registrations and other related licensing, mileage logs and personal use tracking, fleet renewals and other changes in conjunction with Fleet vendor, rental/flex vehicles administration, fuel cards, etc. for all assigned districts.
-- Maintain calendars, coordinate meetings, and arrange travel for HSE and assigned district staff.
-- Provide support to assigned District Manager, Project Managers, Estimators, and all other AE2S Construction employees; including general administrative duties, filing, copying, scanning, answering phones, mailing documents, distributing mail, etc.
-- Perform weekly data entry and processing tasks, in conjunction with the AE2S Construction Accounting team, including payroll (daily field reports, timesheets, vehicle and equipment usage processing, etc.), accounts payable, credit card expense processing, and various accounts receivable duties.
-- Work directly with the AE2S Construction Accounting team on all matters related to assigned district, as well as perform additional accounting activities as requested and as time permits.
-- Enter project data, track the accounting and billing of materials, and maintain ProContractor database.
-- Assist District Project Managers and Accounting team in preparation of monthly accounting reports and financial statement processes, as needed.
-- Participate in project status meetings, as needed.
-- Assemble project documents, shop drawings, manuals, etc., and other project and post-construction submittals, for distribution to clients and vendors.
-- Assemble and verify construction contract change order information for approval by Project Managers.
-- Review payment requests and prepare Certificates of Payment, including lien waivers, IC-134 forms, etc. Monitor contract payment status and follow-up as necessary. Notary signing will be required.
-- Assist with construction meeting minutes, transmittal letters, subcontracts, and shop drawing submittals.
-- Order and manage inventory of office supplies.
-- Prepare conference room and meeting materials for construction related appointments.


Basic Requirements

-- Associate Degree or related on the job experience specializing in administrative assistant, accounting, business, or related field.
-- 2-3 years previous work experience with similar responsibilities.
-- Excellent verbal and written communication skills.
-- Computer literacy with strong knowledge and experience of Microsoft Office software (Excel, Word, PPT, etc.).
-- Proven success working as a team player to accomplish shared goals.
-- Ability to multi-task and effectively manage multiple initiatives simultaneously.
-- Strong attention to detail.

Preferred Qualifications

-- Previous experience in construction or contracting organizations.
-- Bachelor’s degree in accounting or business.
-- Knowledge of ProContractor by View Point or similar construction project manager software.
-- Experience in working with unions.
-- SQL database knowledge and experience.

Competitive Compensation and Benefits Plan!

?AE2S Construction offers more than just competitive compensation and a best-in-class insurance package to our employees and families; our benefit plan is one of the richest plans currently in the marketplace today!

-- 100-percent paid Family Health Insurance
-- 100-percent paid Employee Dental and Vision Insurance
-- Discretionary Bonus Plan
-- Employee Stock Ownership Plan (ESOP)
-- Matching 401(k) Contributions with Discretionary Profit Sharing Contributions
-- Paid Time Off (PTO) Credits for Past Experience
-- Wellness Program

AE2S Construction/EIM is an Equal Opportunity/Affirmative Action Employer
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