Project Administrative Assistant
Minneapolis, MN 
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Posted 5 days ago
Job Description
PRIMARY PURPOSE OF POSITION

To provide timely administrative support for the on-site construction engineering team. This position is located on a construction project site.

EXPECTATIONS OF ALL TEAM MEMBERS

At Mortenson, we believe everyone is a leader. For that reason, every team member is expected to apply our leadership principles - Do the Right Thing, We Before Me and Inspire What's Possible - in their work. This means we act with dependability, initiative and a positive attitude to produce high quality work and deliver an exceptional customer experience. We are on time, productive and consistent in our attendance. We approach work as part of a team, listen to the opinions of others and cooperate to achieve project goals. We accept direction from supervisors and seek out constructive feedback. We follow rules and procedures to ensure quality work and safeguard the wellbeing of ourselves and others. We push to exceed the established goals, standards and accountabilities of our positions to increase quality, safety and innovation.

All team members are responsible for supporting a diverse, equitable and inclusive work environment, as well as positively contributing to our company culture. This begins by aligning with Mortenson's values and ethical standards as stated in the Mortenson Code of Ethics and Business Conduct, in addition to abiding by the procedures and practices outlined in the Mortenson Operations Manual.

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KEY RESULT AREAS (ESSENTIAL FUNCTIONS)

Perform clerical duties in alignment with Mortenson's guidelines

  1. Manage daily correspondence and incoming calls
  2. Maintain written and electronic records
  3. Provide data entry into the Event Management System for the Engineering staff
  4. Prepare materials for design and construction meetings
  5. Capture and prepare staff and owner meeting minutes
  6. Incorporate all processes and procedures that support the project closeout phase

Supply management

  1. Manage communications with local suppliers for fuel/diesel supply, cleaning services, drinking water and ice, and vehicle and equipment repair and replacement
  2. Procure consumables and office supplies
  3. Handle the on-site delivery of mail, packages, materials and equipment
  4. Receive, sort, and record deliveries into computer database
  5. Prepare daily outbound shipments
  6. Track and organize equipment inventory

Office setup and maintenance

  1. Coordinate the project office setup; including but not limited to document control systems, office machines and filing cabinets, and space planning and traffic flow
  2. Plan and coordinate Project Safety Celebrations
  3. Organize and clean office as necessary

Administration of craft workers

  1. Manage the new hire documentation and coordination and conduct First Hour Orientations
  2. Enter weekly timecards for payroll processing

Effectively work and build relationships with those of diverse backgrounds and organizational levels

Other duties as assigned, including:

  1. Act as the welcoming agent to site visitors; including but not limited to providing maps and directions and checking in with the Project Manager or Project Superintendent
  2. Provide support to the Engineers for all project closeout procedures; including but not limited to managing the document duplication, scanning, printing, transmitting, and archiving
  3. Process fingerprint requests and badge applications for staff and subcontractors
  4. Schedule, track, and log repairs and maintenance for the work trucks
  5. Act as main contact for EMS communications during emergency events; which includes coordinating with the Project Superintendent(s) on emergency response situations
KNOWLEDGE, SKILLS, AND ABILITIES
  1. Excellent organizational, detail and multi-tasking skills with the ability to be flexible as needed
  2. Proficient skills in Microsoft Office
  3. Strong verbal and written communication skills across organizational levels and backgrounds
  4. Shown positive and professional attitude with strong teamwork orientation and customer service skills, including initiative, communication, problem-solving, and leadership
  5. Basic knowledge of accounting, customer service, payroll, contracts, insurance, and daily reports
  6. Ability to create systems and processes, and seek out additional responsibilities
  7. Active listening skills and effective communication including an openness to diverse input and feedback
  8. Ability to travel up to 100%, if applicable
EDUCATION AND EXPERIENCE REQUIREMENTS
  1. High school diploma or GED required. Associates degree in business, or related field preferred
  2. Previous administrative experience on a construction site preferred
  3. Minimum one year of administrative experience
  4. Notary Public designation helpful
ESSENTIAL PHYSICAL REQUIREMENTS

This position requires the following with or without an accommodation; sitting, walking, standing, lifting, climbing, pushing, pulling, hearing, visual acuity, and utilization of a computer and office equipment. This person must be physically capable of reviewing a jobsite multiple times daily. The working environments consist of exposure to dirt, heat, noise, dust, and outdoor weather; as well as indoor and climate-controlled settings.

This position description is not intended to be a comprehensive list of the duties and responsibilities of the position. The duties and responsibilities of this position may change without notice.

Mortenson is an EOE/Affirmative Action/M/F/Veteran/Disabled employer.

Must be US Citizen

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Job Summary
Start Date
As soon as possible
Employment Term and Type
Regular, Full Time
Required Education
High School or Equivalent
Required Experience
1+ years
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