Operations Support Assistant

The Operation Support Assistant is responsible for supporting the regional operational team in managing and administering systems, maintaining project files and accounts, assisting in processing Account Payable and supporting the broader office through administrative support.  The broad spectrum of duties includes Systems administration, Operations Support, Office Management and Account Payable Processing Support.  

System Administration

• Manage HH2 projects on all sites, including establishing new user access, issuing all password resets, adding new employees to designated payroll groups
• Ensure accurate assignment of payroll approval paths, maintaining any updates or changes on all jobs
• Ensure all laborer, carpenter, and operator time is entered correctly each work and coded correctly based on union/non-union hour review. Ensure hours are approved by client every week, escalating to PM team when hours go unapproved
• Provide Payroll processing support to Payroll Managers
• Managing Fuel Card Requests and distribution

Operations Support

• Open jobs in HH2, Rental Results, etc. and coordinating with accounting team and PM team on cost code openings. Respond to new cost code requests/openings to as needed
• Manage active job list in HH2, reviewing for job closures
• Communicate with Suffolk teams for requests, prioritizing needs for the dept.
• Save all job Labor Back Up Files for Accounting/PM team for all West Coast Projects weekly
• Run ad hoc reporting as needed, including job labor reports
• Coordinate and schedule regional weekly operations meetings
• Maintain and audit Intelex reporting for Safety observations - follows up with PM staff and escalates concerns to leadership

Office Management/Admin Support

• Assist in maintaining office supplies in common areas, including placing orders when needed and working with facilities team to maintain reception, telephone extension lists, copy machines and conference rooms.
• Receives mail and packages daily.  Signs for and records packages. Sort and processes all incoming U.S. mail and interoffice mail.  Distribute mail and packages to all appropriate persons and/or departments/divisions.
• Manages all outgoing mail and outgoing courier service needs for associates and departments/divisions.  Monitors supplies for the postage machine and ensures funds/proper coding
• Assists with document storage including the coordination of retrieval, archive documents and record keeping
• Processing/preparing expenses/Coding for all Regions/Executive, Office, and Field Staff
• Provide Admin Support to FUSE operations/leadership team as needed

Accounts Payable Processing Support

• Complete accounts payable vendor set up forms
• Process AP invoices in TimberScan and Timberline daily
• Prepare manual check requests as needed
• Complete and process Field employee expense reimbursements
• Obtain Releases of Liens from vendors and Subcontractors for payments
• Support the weekly check run selection process and distribution of checks

• 2-3 relevant experience.
• Construction background preferred, but not required. 
• Proficient in basic administrative functions and skilled in the use of office equipment and computer software including Microsoft Word, Excel and Outlook.
• Ability to manage and prioritize tasks/projects with little supervision.
• Excellent written and verbal communication skills.
• 4-year college degree or equivalent work experience desired. 
• Professional appearance and manner.
• Ability to travel to various job sites

General office working conditions with some exposure and time on the physical job site and/or in the construction trailer. Job site walking.

While performing the duties of this job, the employee is regularly required to sit for long periods of time; talk or hear; perform fine motor, hand and finger skills in the use of a keyboard, telephone, or writing. The employee is frequently required to stand; walk; and reach with arms and/or hands. Specific vision abilities include close vision, distance vision, depth perception and the ability to adjust focus. The employee will spend their time in an office environment with a quiet to moderate noise level and spend additional time on the physical job site or construction trailer. Job site walking.