Administrative Assistant

Job Description:

The Administrative Assistant (Dry Utilities) is responsible for supporting the division with various tasks having to do with projects from start to finish, primarily assisting with both administrative and project management responsibilities. Administrative Assistant (Dry Utilities) reports directly to the Director and Manager of the Dry Utility Division.

Responsibilities – Administrative

·        Communicate and remind the team about deadlines via Slack:

o  Revenue Projections

o  Invoices

o  Internal meetings (i.e., quarterly division meetings, dry utility learning seminars)

o  Lunch and Learn Meetings

·        Set up Teams Meetings with dial-in function.

·        Assist with the onboarding of any potential / new project.

o  Request job numbers from accounting.

o  Creating new job folders and filing any plans / exhibits given by client.

·        Draft and finalize proposals / change orders with management team.

o  Assist in reviewing contract(s) and determining overall scope of work for the project.

o  Create an initial draft of proposal and working with the respective lead to complete and send to client.

·        Create active project lists for division.

·        Prepare the Revenue Projection Excel sheet and submit it to the accounting team.

·        Assist team with billing at the end of the month.

o  Providing the lead with their contract analysis report.

·        Prepare quarterly division meetings (as needed).

o  Connect with management for additional input.

o  Takes meeting minutes.

·        Maintain the Dry Utility Proposal templates and work with the Division Director and Manager for all scope adjustments / additions to reflect on respective proposal templates.

·        Update the core Dry Utility Accounting Sheet with all changes.

o  New projects

o  Status changes

o  Lead changes

o  Contract amounts

·        Organize and locate various project information for the Project Management team such as:

o  Utility Company Contact(s)

o  Utility Maps – Archived and retrieve from project file (electronic)

·        Create purchase request forms for all Dry Utility Division needs (i.e., Office Supplies, Lunch and Learn Orders)

·        Update and maintain the Dry Utility Desktop Procedures for the Division.

o  Create and enhance Desktop Procedure’s (“DP”) for new utility processes.

o  Obtain knowledge and memorialize the various utility specs & designs.

o  Upkeep of electronic copies to maintain folder.

·        Take the lead role in organizing and enhancing dry utility data:

o  Will Serve Letter Request(s)

o  Map Request(s)

o  PM Revenue

o  Utility/Project Breakdown

o  Manage and oversee the Master Dry Utility New Client List

o  Create utility Forms and Templates

·        Create lunch and learn meetings for the project management team and prepare presentation (working material, exhibits, order lunches) as needed.

·        Work with the Dry Utility team to draft and finalize division blogs.

·        Track and update contact list.

Responsibilities - Project Management:

·        Obtain Will Serve Letters and Map Records from the various utility companies, including (but not limited to):

o  Electrical (Power)

o  Gas

o  CATV (Cable)

o  Telco (Phone)

·        Identify utility agencies & navigate utility contacts.

·        Contact, coordinate, and follow-up with utility companies.

·        Create existing facilities exhibits.

·        Prepare Submittal packages for the various utility companies and support other APMs / PMs with their respective Submittal packages.

·        Obtain, review, and understand engineering plans (Architectural, Civil, MEP, Utility, Landscape) and file accordingly.

·        Support in providing exhibits with possible scenarios for clients / utility companies.

·        Support in conducting site visits to determine existing / proposed facilities and conflicts. 

·        Project task coordination, including but not limited to:

o  Encroachment Applications (Prepare and submit applications to utility provider.)

o  Dry Utility Due Diligence Reports (Create and assist with assembling and drafting report.)

·        Integrate new hires into the Dry Utilities team.

·        Train staff to:

o  File Dry utility material / correspondence in appropriate project file folders.

o  Navigating through template files and Desktop Procedures.

·        Research new utility providers and new standards.

·        Attend informational seminars related to dry utilities.

·        Provide overall support to the Dry Utility Department.

Qualifications & Requirements:

·        4-year degree or equivalent “higher” education (preferred)

·        Competent and Proficient in Microsoft applications (i.e., Outlook, Excel, Word etc.)

·        Experience with Auto CAD and Bluebeam (preferred)

·        Organized and innovative thinker

·        Qualities and characteristics of “drive” and taking the initiative to get tasks and goals done

·        Positive Attitude