Administrative Assistant

Manage project files, communication logs, extra work requests, job status reports, purchase orders, contracts, construction bid submittals, contractor submittal logs, and construction close-out. Write, edit, and/or provide QA/QC for a variety of documents such as internal team communication, project correspondence and reports; contracts, RFP/RFQ solicitations, non-client selection status, proposals, statements of qualification, interview preparation.

Responsibilities:

Mead & Hunt, Inc., a nationally recognized professional services consulting firm, has an exciting opportunity for an Administrative Assistant. This position assists Project Managers by providing project coordination, assisting with workload/tasks, and providing advanced administrative support to project teams. This opportunity is available at our West Allis, WI office location and will be a part-time position.

 

Responsibilities include:

• Create opportunities in Vision and Microsoft AEC 360 software as well as client/project start-up.
• Prepare pre-contract items such as start-up forms, risk management items (insurance, W-9 forms, applicable federal provisions, etc.)
• Lead project set-up including filing structure, completing project set-up form setting up phases, tasks, and budgets per Project Manager or contracts
• Monitor schedules and deadlines for projects. Provide project status updates to Project Managers on contract/change order receipt, project billing milestones/status, budgets, and deliverable deadlines and compile project documents
• Track and inform staff of changes to local, state, and federal guidance changes to applicable rules and regulations
• Attend internal and external project/admin related meetings; prepare agendas and take/distribute minutes as requested
• Write, edit, and/or provide QA/QC for a variety of documents such as internal team communication, project correspondence and reports; contracts, RFP/RFQ solicitations, non-client selection status, proposals, statements of qualification, interview preparation
• Communicate with clients, sub-consultants, and agencies; request and review insurance certificates
• Manage project files, communication logs, extra work requests, job status reports, purchase orders, contracts, construction bid submittals, contractor submittal logs, and construction close-out. Process executed contracts and subcontracts
• Track and follow up with accounts receivable. Assist with invoicing, managing project accounts, and budgets
• Receive and confirm client purchase orders and ensure match to Mead & Hunt proposal and estimate
• May act as a project liaison for sub-consultants including creating sub-consultant contracts, monitoring sub-consultant deliverables, coordinate with risk management for requested negotiation of terms
• May review certified payroll records submitted by contractors and subcontractors to document compliance with state and federal regulations
• Perform other duties as assigned

 

Successful candidates must have the following:

• Associate degree in related field plus two (2) years of related experience

--OR--

• If no degree, four (4) years of related office experience

 

Ideal candidates will have any/all of the following:

• Four or more years of relevant experience
• Experience with Microsoft Office Products
• Understanding of general contracting language and terminology.
• Capacity to leverage current and emerging technologies to provide value to the responsibilities listed

                    

Why Mead & Hunt?

• Strong Company Culture
• Robust Career Advancement, Training, & Growth Opportunities
• Employee-Owned Firm
• Flexible Schedules
• Diverse Skillsets, One Company

 

Mead & Hunt will not sponsor a visa (H-1B, etc.) for this position.

 

Employment is contingent upon successful completion of applicable pre-employment screening requirements.

 

All qualified applicants will receive consideration for employment without regard to protected veteran status, disability, race, color, religion, sex, sexual orientation, gender identity, or national origin.

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