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Job Information

Burns & McDonnell Project Assistant - AZCO (Appleton) in Appleton, Wisconsin

Description

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.

  • Accounts Payable

  • 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.

Supervisory Responsibilities:

  • No supervisory responsibilities.

Competency:

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

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.

Computer Skills:

  • Working knowledge of Microsoft Word and Excel.

Other Skills:

  • 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.

EEO/Minorities/Females/Disabled/Veterans

Job Administrative/Office Support

Primary Location US-WI-Appleton

Schedule: Full-time

Travel: No

Req ID: 221686

#LI-ME #ACO N/A

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