As administrative specialist - cleveland

Division:

Cleveland Main

Project Location(s):

Cleveland, OH 44101 USA

Position Description:

Perform daily administrative tasks and services to facilitate work for functional business team (e.g., Procurement department).

Essential Duties & Key Responsibilities:

• Provide professional customer service and positive interactions while processing day-to-day administrative items and supporting local business unit function.
• Perform administrative services including processing mail, overnight mailings, photocopying, filing, manage phone list, process invoices, and order supplies and stationery.
• Edit and assemble documents and reports.
• Engage professionally with others to address and discuss information and assist with general inquiries; provide appropriate escalation.
• Develop general knowledge of contract documents, understand contract types, and select correct contract forms to support Procurement activities.
• Generate contracts within Procurement module system of record (e.g., SAP) and ensure accuracy of details.
• Upload documents into DocuSign system, maintain Subcontractors’ updates, and track through to completion while maintaining executed contracts.
• Maintain organized filing system and coordinate document retrieval.
• Track Certificate of Insurance (CoI) renewals and maintain up-to-date documentation and details in system of record.
• Assist in development of bid lists for trade items, coordinate pre-bid meetings, may distribute bid documents, and assist in receiving bids.
• Assist in preparation of assigned spreadsheets to confirm bidder compliance with contract documents.
• Conduct prequalification research and follow-up with subcontractors to assist in completion of prequalification process.
• As directed, contact vendors and subcontractors during bidding phases to determine coverage of trade items and identify problems and forward to Procurement Agent.
• Receive questions from bidders and obtain clarification through Procurement Agent and forward answers to bidders.
• Track and request missing or expiring insurance, verify insurance requirements for compliance with agreements, and follow up with stakeholders as required until resolved.
• Proofread work before presenting to Procurement Agent/Manager for signature.
• Compile and route agreements for execution using DocuSign system.
• Release and update contract and insurances; update halt codes within Procurement database as directed.
• Organize Procurement documentation for distribution and filing.
• Organize local distribution and storage of executed contracts, agreements, and related documents in shared document system.
• Manage Subcontractor prequalification files; obtain and enter values for current Experience Modification Rate (EMR), and financials into Prequalification system.
• Embrace company culture, values, and Diversity, Equity, & Inclusion (DE&I) activities across company.
• Provide team support and relief of others' job duties during times of need.
• Contribute innovative ideas for continuous improvement and effectiveness of team.

Salary Range:

The salary range for this position is estimated to be 48000.00 - 60000.00 USD annualized.

Qualifications:

• High School Diploma and minimum of 5 years of relevant administrative assistant experience, required.
• College degree and/or relevant administrative skills certification, a plus.
• Construction, Purchasing, Procurement, or other related experience, a plus.
• High degree of detail, accuracy, and organizational skills.
• Maintain confidential information.
• Work independently, with some oversight, and as part of team.
• Approachable, proactive, positive, and professional attitude.
• Professional verbal communication and written business communication skills.
• Able to conduct research and effectively proofread.
• Exhibit active listening skills and follow through on commitments.
• Good judgment to solve problems, escalate issues, and request prioritization of responsibilities.
• Computer and data entry skills, Microsoft suite of applications, collaborative meeting platforms, and general office equipment.
• Familiar with Procurement systems and DocuSign.
• Limited travel.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

Turner is an Equal Opportunity Employer - race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or other characteristics protected by applicable law.