PURPOSE OF THIS POSITION
The purpose of the Construction Admin Coordinator performs the administrative and clerical duties, as well as manages specialized services of the Construction Department. This includes keeping minutes, submitting purchase orders and requisitions, processing AIA pay applications, filing for Notice of Commencement, bookkeeping, as well as managing specialized services including artwork, furniture, window coverings, and signage.
- Duty 1: Organizes construction office and maintains office supplies. Maintains electronic and paper documents and files, submits and tracks PO's, requisitions, invoices and payments, controls small budgets, takes meeting minutes, and retrieves documents as needed. Assists in all aspects of meetings and phone conferences as needed.
- Duty 2: Serves as the conduit for information and questions related to construction projects. Interacts with all vendors and contractors to assure that their requests are answered in a timely and complete manner. Represents the construction team by presenting a cheerful, service excellence attitude.
- Duty 3: Files Notice of Commencement with Hancock County or other jurisdictions as required.
- Duty 4: Assisting in project closeout procedures and obtaining the following: Waivers of Lien and pay affidavits, operating and instruction manuals, as built drawings, final payments and retention releases, signoffs and punch lists, test reports, warranties, and key turn over.
- Duty 5: Tracks contractor insurance requirements and policy expiration dates for each project.
- Duty 6: Reviews signage and signage request with departments to ensure accuracy. Works with PR/marketing department to ensure signage is branded properly. Works with vendors and other departments to organize installation or removal of signage across the health system and for construction projects.
- Duty 7: Oversees the medical equipment needs for construction projects which includes developing and maintaining the equipment list and budget. Ensures equipment is ordered, arrives, and installed promptly when needed for construction projects.
- Duty 8: Oversees furniture, cubicle curtain and window covering needs for construction projects as well as the entire health system. In charge of procuring bids, obtaining samples, placing orders, arranging installation, and working with budgets.
- Duty 9: Oversees the artwork needs for construction projects which includes soliciting vendors for bids and maintaining the budget. Ensures artwork is ordered, arrives, and installed promptly when needed for construction projects.
- High school diploma or GED equivalent
- Clerical experience on construction projects
- Highly organized, motivated and dependable
- Computer literate including familiarity with Word, Excel, PowerPoint, and Project Scheduling
- Ability to interpret AIA pay applications, Accounts Payable printouts, and general book-keeping
- Ability to handle multiple and diverse tasks, work independently with minimal supervision, and deal with the stresses of a fast paced construction project environment
- Willingness to work in job site office conditions
- Positive service-oriented interpersonal and communication skills required.
- Ability to manage small budgets for specialized services
- Knowledge of commercial fabrics and furniture.
- Experience working in a healthcare environment.
This position requires a full range of body motion with intermittent bending, squatting, kneeling, and twisting. The associate must be able to sit for three hours, walk for one hour and stand for two hours per day. The associate must be able to lift 20 pounds. The individual must have excellent eye/hand coordination to operate the machines. This position requires corrected vision and hearing in the normal range.
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