American Structurepoint

Administrative Support Specialist - Construction Solutions

Job Locations US-IN-Evansville
Job ID
2022-1733
Category/Group
Construction Inspection Group
Employment Type
Regular Full-Time

Overview

American Structurepoint is constantly defining the built environment by creating an atmosphere of creativity, responsibility, diversity, accountability, and entrepreneurship. We believe that innovation comes from a constant flow of diverse ideas. The phrase "because that’s how we’ve always done it" is never a part of our conversations. We encourage our experts to try new things and explore ideas that can help our clients achieve their goals, even if those ideas are unconventional. We are looking for innovative, creative, and passionate professionals who seek excellence in all they do to serve their clients. We invite you to explore the following exciting opportunity to join our team:

 

Group: Construction Solutions

Position: Administrative Support Specialist  

Location: Evansville, IN (or Indianapolis, IN)

Responsibilities

  • Coordinate and prioritize administrative requests that come in each month. These requests range from proofreading, formatting, copying, binding, scanning, data entry, mass mailings, preparing specification books, etc.
  • Create, manage and organize all file systems and folders utilizing consistent electronic filing of construction related documentation, including contractor certified payrolls, periodic regulatory
  • Prepare document packages, request for information and submittal responses for transmittal to appropriate internal and external entities.
  • Compilation, processing and revising working documents, such as general correspondence, reports, records, forms, and meeting minutes.
  • Receiving and redirecting customer concerns to appropriate internal or external staff.
  • Prepare notices and postings for distribution on social media and program websites.
  • Provide general office support
  • Provide assistance, as needed, to the marketing communications team on special projects.
  • Support the sales executive assistant with marketing reports and scanning.
  • Create and assemble memorandums, board packets, project forms, easement forms, and amendments.
  • Assist with event planning
  • Research public records and plans for civil engineering design, construction, and permitting.  
  • Organize meetings, reporting, program data, and help expedite any corrective actions.
  • Other duties as assigned.

Recurring tasks (Weekly)

  • Construction Projects
    • Indiana Finance Authority, State Revolving Loan Fund Requirements related to Labor Standards
      • Davis Bacon Wage Rate Reviews and Contractor Wage/Fringe Compliance
      • Contractor and Subcontractor Payroll Reviews
      • Restitution Requests from Contractors and Proper Documentation
      • Apprenticeship Certificates and Compliance
      • Payroll Summaries and Record Keeping
      • Contractor Employee Site Interviews, Wage Rate Confirmations
    • Indiana Finance Authority, State Revolving Loan Fund Requirements related to American Iron and Steel
      • Assistance with Obtaining Contractor Certificates
    • E-Builder Project Management Software (https://e-builder.net/)
      • Input Contractor Pay Applications
      • General File Transfers and Maintenance (Construction Photos, Documents etc.)
      • Contractors Assistance as Needed with Software
      • Final Records and Project Closeout Documents
    • Weekly Forecasts, Compilation, Proofing and Distribution to Client/Staff
    • Submittal Coordination
      • Assistance with Obtaining and Organizing Contractor Submittals
      • Maintaining Submittal Registers for Projects
      • Submittal Correspondence with Contractors
    • City of Evansville Purchasing Compliance Documentation
      • Assistance with Obtaining Contractor Responsible Bidder Ordinance Documents
    • Inspection Staff Support
      • Document Uploads, Misc. Printing and Internal Computer Network Assistance
    • Public Outreach

Assigned Tasks (Monthly / As Needed)

  • Construction Projects
    • Meeting Agendas/Meeting Summaries
    • Project Closeout Assistance
  • Design and Construction Program Management
    • Maintain Excel Files/Datasets for Various Program Tracking Efforts
    • Cost Estimating Template Updates
    • Average Unit Prices Summaries
  • Public Outreach
    • Public Meeting Presentation Preparation
    • Public Meeting Attendance
    • Project Mailer Setup and Distribution Lists

Qualifications

  • Advanced level of expertise of Microsoft Outlook, Word, Excel, Access, and Adobe is required.
  • Experience with ArcGIS, Bluebeam, Wix, and e-Builder (or similar) project management software a plus.
  • Experience with Davis Bacon wage determinations, contractor certified payroll reviews and employee wage rate interviews is desired.
  • Experience with documentation requirements for State Revolving Loan funded projects also a plus.
  • Good knowledge of grammar, composition, spelling, punctuation skills, business writing skills for proofreading and consistency in formatting technical documents.
  • A warm and outgoing personality.
  • A stable work history.
  • Strong verbal and written communication skills and people-related skills.
  • Ability to work in fast-paced environment and manage multiple requests and priorities simultaneously.
  • Strong work ethic and desire to produce results.
  • Works well with all types of people and under deadline situations.
  • Ability to build strong working relationships at all levels, internal and external to the firm.
  • Ability to work flexible hours, both in onsite and satellite locations as workloads dictates.
  • Engineering support experience preferred, but not required. Working knowledge of Engineers Joint Contract Documents Committee forms is preferred.
  • Good time management skills.
  • Effective and efficient telephone, written and electronic communication skills.
  • Excellent customer service telephone skills. Ability to react calmly and confidently when faced with confrontational inquiries.
  • Strong knowledge of general office procedures and office equipment.
  • Excellent customer service skills.
  • Attention to detail required.
  • Proofreads own work for accuracy.
  • Ability to learn and use internal project databases, geographic information systems (GIS), and other database systems.

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