Burns & McDonnell Project Assistant - AZCO (Appleton) in Appleton, Wisconsin
Summary: To maintain the highest level of project coordination and administrative support of AZCO’s projects. Essential Duties and Responsibilities include the following: Other duties may be assigned.
Initiate Job Set-up and Owner contracts circulation.
Initiate all Job billings and provide appropriate lien waivers and any other documentation required to accompany the billings.
Maintain master filing system for office use, in both electronic and hard copy formats, where applicable.
Enters budget set-up of projects, preparation for Owner meetings, and month-end preparation.
Assist Project Managers in preparing Financial Report Updates.
Assist in maintaining accuracy and completeness of open committed costs.
Coordinate transmittals, mailings and large volume photocopying.
Runs various cost reports and assist in preliminary analysis of job costing.
Coordinate, develop, and distribute minutes of project meeting and other related documents (i.e., budgets, schedules, resource needs, etc…)
Assists Project Managers in project planning, startup, and post-job wrap-up.
Tracks and maintains all subcontracts, purchase orders, RFI’s, Change Orders, bonds, lien waivers, etc., in project files.
In conjunction with the Project manager, processes all final change orders and coordinate a final pay request to the owner and the release of final retainage.
Compiles all final filings into a master file for archive storage.
Works with Subcontract and Prequalification Specialist to coordinate issuance of subcontracts and any subsequent changes as needed.
Assist drafting department with miscellaneous tasks.
Assists in collection phone calls for outstanding invoices at times.
Assists with fabrication production tracking systems as needed.
Maintains a good relationship with owner representatives during contracts via phone.
Enters quantities into job cost software.
Transfers data from inventory to job cost.
Maintain drawing records in an orderly fashion, maintains drawing log, and ensures that working copies are properly updated and old versions are voided for all jobs.
Responsible for downloading of all client documentation via FTP sites, emails, and any other methods client may use to submit information to AZCO.
Codes invoices, checks and approves all vouchers for payment. Scans all items necessary.
Verifies the proper sales and use tax charged by Vendor.
Assists with vendor inquiries.
Routes invoices to project managers for approval.
- No supervisory responsibilities.
To perform the job successfully an individual should demonstrate the following competencies:
Analytical – Understands and uses complex or diverse information; collects and researches data; uses intuition and experience to complement data; designs effective means to accomplish procedures. Understands basic to intermediate accounting principles. Ability to read and comprehend simple instructions, short correspondence and memos.
Mathematical Skills – Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages. Ability to apply concepts of basic algebra.
Design – Demonstrates attention to detail and the ability to draft technical documents.
Problem Solving – Identifies and resolves problems in a proactive manner; works well in group problem solving situations; uses reason even when dealing with emotional topics; ability to diffuse confrontational situations.
Technical Skills – Pursues training and development opportunities; strives to continuously build knowledge and skills; shares expertise with others.
Customer Service – Manages difficult or emotional situations; responds promptly to customer needs; responds to requests for service and assistance; meets commitments promptly.
Interpersonal Skills – Focuses on solving conflict, not blaming; listens to others without interrupting; keeps emotions under control.
Oral Communication – Speaks clearly and persuasively in a positive manner; listens and gets clarification; responds well to questions; demonstrates group presentation skills; participates in/conducts meetings with a small group of people and one-one-one meetings.
Written Communication – Writes clearly and informatively; varies writing style to meet needs; presents numerical data effectively; able to read and interpret written information.
Teamwork – Gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interest; able to build morale and group commitments to goals and objectives.
Change Management – Communicates changes effectively; builds commitment and overcomes resistance.
Ethics – Treats people with respect; Inspires the truth in others; works ethically and with integrity; upholds organizational values.
Judgment – Displays willingness to make decisions; exhibits sound and accurate judgment; supports and explains reasoning for decisions; includes appropriate people in decision-making process; makes timely decisions.
Motivation – Demonstrates persistence and overcomes obstacles.
Planning/Organizing – Prioritizes and plans work activities; uses time efficiently.
Professionalism – Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions; follows through on commitments.
Safety and Security – Observes and ensures compliance of safety and security procedures; determines appropriate action beyond guidelines; responds to potentially unsafe conditions; uses equipment and materials safely.
Adaptability – Adapts to changes in the work environment; changes approach or method to best fit the situation; able to deal with frequent change, delays, or unexpected events.
Attendance/Punctuality – Is consistently at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time.
Initiative – Undertakes self-development activities; seeks increased responsibilities; asks for and offers help when needed.
Qualifications : To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or ability required. Reasonable accommodations may enable individuals with disabilities to perform the essential functions.
Education and/or Experience:
Minimum of Associates degree or a combination of technical training and related work experience required.
Minimum of 5 years experience in a project support position in the construction or fabrication industry.
Strong accounting/financial background.
- Working knowledge of Microsoft Word and Excel.
Must possess great organizational, communication (written and oral), and prioritization skills.
Have the ability to work autonomously.
Attention to quality, detail.
Sense of urgency.
Professional, mature, and positive attitude.
Customer service skills required.
Must be able to work with a variety of personalities.
Job Administrative/Office Support
Primary Location US-WI-Appleton
Req ID: 221686
#LI-ME #ACO N/A