Job description

The Administrative Assistant (PMA) will assist the Project Manager in the day-to-day responsibilities of multiple construction projects, as well as assist the Safety Officer parttime with clerical tasks. This position is fulltime and will work out of our Winooski, Vermont office.

Company Statement:

At VHV Company, everyone works for one another. VHV is 100% employee-owned, which means the organization is made up of many owners, but more importantly, one collaborative team. When you join VHV, you work for a family-oriented company that is invested in people, teamwork, integrity, continuous improvement, and safety. You also work for a nationally recognized mechanical contractor that provides highly innovative solutions for customers. Providing that level of service for over 70 years has earned VHV a reputation for superior quality throughout the Northeast.

ESSENTIAL PMA FUNCTIONS:

• Perform routine administrative functions for PM Assistants or PMs both in the office or on jobsites.
• Review project drawings, specifications, and estimates.
• Issue purchase orders.
• Issue subcontracts.
• Track equipment & material deliveries.
• Gather and prepare operation and maintenance manuals according to the specifications.
• Create PCO’s (Proposed Change Orders)
• Track project submittals throughout the approval process.
• Create RFI’s (Requests for Information)
• Execute change orders.
• Organize and maintain tracking systems for projects.
• Create correspondence as requested.
• Run job specific reports.

Part-Time Essential Safety Admin Functions:

• Maintain Certificates of Insurance; request from vendors/subcontractos, send to owners/customers. Confirm COI's are comlpiant with VHV insurance requirements.
• Schedule safety related meetings as needed; CPR/FA/AED and OSHA 10/30.
• Create and maintain Site Specific Safety Books and SDS's binders.
• Assist in performing monthly inspections; fire extinguishers, fire alarms, AED as needed per Safety Officer.

COMPETENCIES:

• Attention to detail.
• Capacity to analyzing information.
• Good data entry skills.
• Maintain confidentiality.
• Work is complete and thorough.
• Have general math skills.
• Strong verbal and written communication skills.
• Keep project data/paperwork organized.
• Ability to plan and meet deadlines.
• Work in a team environment.
• Strong computer skills using all Microsoft applications, Adobe, and Bluebeam.
• Ability to review and understand policies and procedures.
• Business process improvement experience.
• Problem solving ability, analytical and numeracy skills.
• Customer focus.
• Ability to read and understand technical specifications, construction drawings and Project documentation.
• Ability to be flexible as work conditions change.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

• Predominately sedentary light office position with high frequency of keyboarding/computer work required (67% –100%) of the workday.
• Ability to travel.
• Ability to hear and verbally communicate effectively with customers and team members.
• Ability to sit, stand or walk for extended periods of time.
• Must be able to see well (either naturally or with correction)
• Use hands, fingers, and arms, to safely perform data entry.
• Lift and carry office supplies or accounting boxes weighing 25 lbs or more.
• Climb up and down stairs.
• Kneel and crouch.

Job Type: Full-time

Pay: $20.00 - $24.00 per hour

Benefits:

• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible schedule
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Ability to commute/relocate:

• Winooski, VT 05404: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Bluebeam: 1 year (Required)
• Analysis skills: 1 year (Preferred)
• Data entry: 1 year (Preferred)
• Microsoft Office: 1 year (Preferred)

License/Certification:

• OSHA 30 (Preferred)

Work Location: One location

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