Records Keeper

• Perform various construction administrative duties; formatting specs, entering change orders, RFI's, submittals as assigned.
• Attend and participate in the pre-construction meetings and oversee the contractor's bookkeeper on record-keeping practices and procedures.
• Monitor contractors' compliance with federal requirements related to Equal Employment Opportunity and wages.
• Monitor on-the-job training program and Disadvantaged Business Enterprise and Small Business Enterprise programs; submits required monthly reports.
• Manage contract documents, project documents, construction records and project specific work control documents (e.g. procedures, forms and checklists) in accordance with established procedures.
• Prepare and submits monthly and final estimates; checks calculations against work log and estimate form to verify work is completed before payment is made.
• Collect and track project documents relating to Buy America specifications.
• Preform audits of records, processes and work control documents.
• Handle construction materials on hand reports.
• Prepares correspondence, reports and supporting documents; files; maintains inspection logs, orders supplies and equipment.
• Perform Project Site Reviews for Commercially Useful Function (CUF) on a DBE contractor
• Review employees payroll classification wage rate on monthly labor standard interviews
• Processes change orders, supplemental agreements and extra work orders.
• Completes final review of all calculations; corrects any deficiencies on any outstanding pay item folders for project close out.
• Organize, co-ordinate and streamline workflow.
• Work cooperatively with the team to achieve objectives.
• Keep up to date with current issues and changes in industry regulations.
• Ensure strict adherence to regulations, procedures and practices.
• Develop and maintain a constructive and cooperative working relationships with all employees and clients.
• Develop and manage record retention schedule and the lawful destruction of records.
• Assist in performing audits of projects for record keeping practices.
• Assume other duties as directed by immediate supervisor.
• This role will be responsible for front door activities, Monday-Friday 8:00 a.m. to 5:00 p.m.
• Provide support for staff as needed, including reception duties; answering and directing telephone calls, delivering messages, greeting employees and visitors, scheduling conference calls, coordinating incoming and outgoing mail and lunches
• Type, revise and combine materials such as correspondence, reports, records, forms, meeting minutes, scientific or technical material, numerical data, and tabular information from rough draft, corrected copy or previous versions
• Proofread and edit documents for grammar, spelling, punctuation and format
• Complete word processing as needed, including letters, memos, reports and labels
• Provide meeting setup, assist with reimbursement & travel arrangements and other miscellaneous tasks/projects as needed
• Perform other duties as needed

Preferred Qualifications

• High School diploma or equivalent
• Excellent verbal and written communication including grammar, punctuation, proofreading, spelling and telephone skills
• Flexibility and ability to prioritize and handle multiple tasks and various managers in a fast-paced environment
• Self-motivated, well-organized and detail-oriented
• Ability to handle confidential information
• Proficiency with MS Office including Word and Outlook
• An attitude and commitment to being an active participant of our employee-owned culture is a must