HCC Project Coordinator

Administrative Assistant Preparation of documents for the department, communications within the department, company, and external partners, and general administrative functions. Learning the functions and duties as well as their purpose and intent, along with responsibility and accountability for such.Essential Functions and Work Duties: The following essential functions of this position are performed personally, in cooperation with the supervisor, and/or in coordination with other staff. Additional work functions and duties may be assigned.Administrative: Create file folders and binders for all projects. File and e-file all documents/materials pertaining to HAND Construction, i.e., contracts, correspondence, reports, etc.Prepare department correspondence, reports, and spreadsheets.Assist in writing HAND Construction Company procedures.File/eFile Certificates of Liability insurance and update projects on the HAND Construction Company insurance report spreadsheet.Send pre-qualification requests to subcontractors/vendors and manage/update subcontractor binders.Schedule and calendar appointments and meetings for the supervisor.Research product/company information, utilizing the internet.Update monthly payables spreadsheets for accounting based on job reporting, certified payroll (if applicable), or any other pending documentation.Contact subcontractors, vendors, and government agencies to pick up/return plans, follow up on delinquent contracts and change orders, and follow up on missing contract items, i.e., insurance certificates, copies of licenses, W9s, etc.Assist in the bidding process, as needed.Complete errands on and off-site to include but not limited to delivery and pick up of various documents to/from subcontractors and government agencies, purchase office supplies as needed, etc.Assist in scheduling safety trainings and maintaining related documents/OSHA requests.Scan, log, and track (using Excel) approved change orders.Track and log consultant/owner invoices using Excel.Prepare subcontract agreements, as directed by the Contract Manager.Assist with the reconciliation of commitments, as needed.Provide administrative support to HAND Construction Company and other departments as needed and/or requested.Compliance: Collect Section 3 reports from subcontractors and submit to government entities on a quarterly basis.Collect and process Job Reporting Forms (ARRA) on a monthly basis. This includes reporting HAND Construction Company workers and the workers of subcontractors.Update assigned items on meeting minutes in preparation for weekly minutes.Drawings: Upload/log all drawings (new sheets and revisions) into Procore.Prepare distribution transmittals to track all drawing distributions as needed.Order drawings as needed.Review old sets to ensure all sheets are scanned to HAND Construction Company drive/Procore and discard out-of-date setsProject Close-out: Send out Notice of Completions and warranty request letters to subcontractors via certified mail.Request and review closeout documents from subcontractors and vendors.Prepare Owner Manuals which include plans, MSDS data sheets, warranty letters, and maintenance manuals.Certified Payroll: Review all incoming certified payroll reports for compliance with Davis-Bacon Labor Standards and Federal Labor Standard Provisions.Review all incoming certified payroll reports to ensure subcontractors are paying per assigned wage decision.Calculate gross pay and fringe benefits. Examine subcontractors' employee timesheets for errors and compute deductions for Federal and State taxes, health insurance, retirement, etc.Responsible for the overall collection, tracking, and file retention of subcontractor certified payroll by maintaining binders and a spreadsheet that includes employee information, apprentice verifications, and deductions.Review electronic certified payroll reports and supplemental documentation submitted through LCPtracker software. Cross-reference the payroll reports to the jobsite daily sign-in sheets for accuracy.Create and maintain positive relationships with subcontractors to ensure the successful completion of projects subject to the Davis-Bacon Act. Follow-up with subcontractors on additional Davis-Bacon requirements (required by contracting agency). Coordinate submission of these reports to government entities on a weekly basis.Other Functions and Work Duties: Perform other duties as determined necessary for the well-being of the total operation.Provide back-up for all front office duties, i.e., greeting visitors, opening and distributing mail, stamping mail, answering phones or listening to voice mail, etc.Coordinate specific work tasks with other personnel within the department as well as with other departments in order to ensure the smooth and accurate flow of work and information.Perform tasks which are supportive in nature to the essential functions of the job, but which may be altered or re-designed upon individual circumstances.Qualifications and Skills Required: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Education and/or Experience: High school diploma or equivalent.One (1) year experience in an administrative capacity preferably in the construction industry.Proficient in Microsoft Word and Excel.A valid driver's license that allows an applicant/employee to legally operate a motor vehicle in NevadaReliable transportationOther Skills and Abilities: Proficiency in reading, writing, grammar, speaking, and arithmetic.Positive interpersonal relations and communication skills.Proficiency in typing and personal computers use.Proficiency in Microsoft Office Suite and Procore.Excellent customer service skills.Excellent organizational skills.Effective logic and problem-solving skills.Ability to work independently and prioritize workload which is subject to change.Discretion and understanding of confidentiality.Physical Requirements: Stooping - frequently bending the body downward and forward by bending the spine at the waist, requiring full use of the lower extremities and back muscles.Kneeling - frequently bending legs at knees to come to rest on knee or knees.Reaching - frequently extending hand(s) or arm(s) in any direction.Handling - frequently seizing, holding, grasping, turning, or otherwise working with hand or hands.Ability to transport files up to approximately 20 pounds.Ability to lift files up to 20 pounds from the ground level to 4 feet in height and move them from shelf to shelf in storage.Walking moving about on foot to accomplish tasks.Regularly required to use hand to finger, handle, or feel, reach with hands and arms, and talk or hear using telephone, computer keyboard, mouse and calculator while seated at a desk.Able to sit at desk for extended periods of time.Specific vision abilities required by this job include close vision, depth perception and ability to adjust focus.Light work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.