Project Receptionist / Administrative Assistant - Kettle River

Job Title:

Project

Receptionist/Administrative Assistants

SOC code:

43-6014

FLSA Classification:

Non-Exempt

Department/Location:

Projects site/Local office

Reports to:

Department Heads / Project Manager

Status:

Temporary, Full-Time

EEO-1:

Professionals

Normal Work Hours and Days: Regular work hours are 7:00AM – 5:00PM Monday through Friday. Weekend work required to complete assignments is typical. Mandatory overtime based on seasonal workload and remote work settings. Frequent travel to remote projects sites, requiring long days/hours.

EEO Statement:

Alaska Aggregate Products LLC. is an Equal Opportunity Employer. We make all employment decisions without regard to race, color, religion, sex, national origin, ancestry, age, disability, genetic information, marital status, citizenship, pregnancy, sexual orientation, gender identity, veteran status, other protected activities, or any other characteristic protected by federal, state or local law. This employer participates in E-Verify. Este Empleador Participa en E-Verify.

Summary:

The Project Administrative Assistants is a crucial project staff member that acts as the office liaison between the field project management staff, field crews, field maintenance crew and the AAP main office as well as the client. In addition to daily data entry for assigned project/jobs sites the Project Administrative Assistants will help out with purchase of Maintenance parts for field maintenance department. The position is responsible for a diverse set of tasks that requires data entry and that are critical to a successfully managed and well tracked construction and mining project.

Essential Functions:

+ Assist the HR department and Project Manager with proper hiring procedures (Personnel Requisition form for Job posting, rehire/new Hire eligibility checks form, PAF forms, hire packet, training forms) + Assist the HR department and Project Manager with communicating changes (rates, transfers, RIFs, etc.) + Exercise discretion with confidential employee information

+ Point of contact between assigned project/job sites, oeprations, maintenance, accounting/purchasing departments and vendors + Maintain PO Log for assigned project/job sites, oeprations, and maintenance department. + Request quotes from vendors, issuing PO with Project manager approval or head maintenance mechanic as need. + Properly code, complete POs for accounts payable + Send completed PO’s weekly to accounting department + Point of contact for all receiving paperwork for assigned project/job sites, oeprations, and maintenance department.

+ Daily entry of each employee’s hours into Heavy Job systems or Excel payroll reports + Ensure Daily supervor/foreman timecard matches data entry into Heavy job (ST and OT) and that hours are coded to the correct task/subtasks + Send weekly Heavy Job or Excel payroll reports to payroll department + Submit payroll adjustments if errors or hours are missing

+ Accurately tracks all job costs (labor, equipment, materials, subcontractors) + Provide Engineer and Project Manager with appropriate reports for performance tracking + Meet month end job cost accounting deadlines

+ Understand contract, specifications and basic scope of work

+ Oversee employee travel and billeting arrangements when necessary + Manage all assigned project/job sites, oeprations, and maintenance department. forms (Change Orders, etc.) & Files + Maintain records of communication with client, subcontractors and vendors + Performs other related duties, as assigned

Supervisory Responsibilities:None

Qualifications:

To perform this job successfully, an individual must be able to perform each essential function and preferably can also perform other tasks satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required.

Education and/or Experience: Minimum:

Preferred:

Skills, Knowledge and Abilities:

Physical Demands:

The following activities were rated for frequency of occurrence based on the following:

Not Present

= NP

1-10% of the work day

= Rare

34-66% of the work day

= Frequent

11-33% of the work day

= Occasional

67-100% of the work day

= Constant

Sitting

Frequent

Reaching Overhead

Rare

Standing

Occasional

Reaching Straight Ahead

Frequent

Walking

Frequent

Reaching Downward

Frequent

Bending/Stooping

Occasional

Handling

Frequent

Crouching

Rare

Fingering

Frequent

Kneeling

Rare

Feeling

Rare

Crawling

Rare

Talking

Frequent

Climbing

Rare

Hearing

Frequent

Balancing

Rare

Twisting

Frequent

Operate Foot Controls

Rare

Twist of Wrist

Occasional

(Pounds)

Constant

Frequent

Occasional

Rare

Lifting

< 20lbs.

Carrying

< 20lbs.

Pushing/Pulling

Working Conditions:

ENVIRONMENTAL CONDITIONS

CHECK (If Present) COMMENTS

1.

Exposure to Inclement Weather

X

.Rare

2.

Extreme Cold

X

0 to –50 degrees, Arctic weather outside.

3.

Extreme Heat

X

Rare

4.

Wet and/or Humid

X

Will experience Rain/Snow/Ice on location

5.

Noise

X

Frequent noise from equipment.

6.

Vibration

X

Occasional Normal Equipment Vibration

7.

Atmospheric Conditions (dust/fumes/etc.)

X

Possible diesel fumes

INHERENT HAZARDS

8.

Moving Mechanical Parts

9.

Electric Shock

X

Generator sets.

10.

High, Exposed Places

11.

Radiant Energy

12.

Explosives

13.

Toxic or Caustic Chemicals

X

Petroleum distillates.

14.

Other Risks

X

Aware of the potential hazards of working around equipment.

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employee(s) will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.