Proactive Administrative Support

• Coordinate office and/or departmental operations
• Coordinate with IT Department on all office equipment
• Manage relationships between guests, employees, and building management
• Organize and schedule meetings on the conference room on Outlook calendars
• Receive and mail packages.
• Must be able to assist in completing corporate forms and paperwork for Operations Managers, as well as Q/A forms for completeness and accuracy for Executive approval.
• Assist with the development and execution of department procedures and protocols
• Assisting Construction Managers (CM).
• Arrange meetings and coordinate participants.
• Observe and review product placement and report on areas of construction progress and QA/QC conditions.
• Maintain guest log
• Maintain building security system by entering in all guests to Kastle
• Attend meetings and take notes, prepare meeting minutes.
• Assist CM with document project progress with reports, photographs and memorandum.
• Schedule, coordinate, and maintain calendar appointments.
• Track cost center expenses.
• Process invoices; create check requests for approval and assist with expense reports.
• Open and sort mail.
• Provide administrative support to Manager, Auditor Planning and Scheduling and act on behalf of Manager as needed.
• Coordinate daily mail, expedite overnight services, courier services and inter-office mail for construction site personnel.
• Assist CM with processing and filing security documentation for on-site contractors.
• Assist CM with on-site visitors (consultants, federal/state/county officials and sub contractors) and escort them on-site for meeting and or minimal construction site visits.
• Assist CM with project document close-out including assisting with deliverables, coordinating distribution of project close-out as-built drawings, operation and maintenance manuals, final contract drawings, testing and analysis reports and final electronic drawings.
• Prepare documents such as: letters, memorandums, transmittals, spread sheets, etc.
• Contribute to meeting budget requirements through the timely collection of audit fees and monitoring/responding to expense and audit cost inquiries, etc.
• Provide direct support for the scheduling of TPG and CAAP audits by registering suppliers and contacts, serving as the focal point for new supplier inquiries, assisting in the managing of audit schedules including matching auditor's qualifications and availability, assigning auditors, tracking requests, rescheduling audits, and following up on failed audits.
• Coordinate space and office organization.
• Place and receive orders when needed.
• Pick up Mail.
• Manage Deputy Chief's calendar and set appointments with employees and external stakeholders.
• Maintaining the office supplies and the kitchen so that they are clean, organized, and fully stocked at all times.
• Daily interface with numerous corporate departments, operations managers, customers, employees, and other visitors.
• Purchase and keep inventory of supplies and equipment.
• Must learn all corporate policies and procedures, and be able to assist and answer questions for employees and managers.
• Provide direct support for Industry Managed audits by assisting in the managing of audit scheduling including matching auditor qualifications and availability, assigning auditors, tracking requests, and coordinating customer requirements, company approvals, processing quotations, etc.
• Screen incoming calls and emails, greet visitors and callers, route and resolve information requests.
• Process and filing commissioning reports.
• Assist with special projects as needed.
• Provide support to all visitors.
• Coordinate onboarding of new departmental employees with HR
• Maintain department files and records.
• Attend Commodity Meetings in relation to Auditor needs for Scheduling.
• Processing, logging and filing requests for information (RFI).
• Processing, logging and filing progress schedules.
• Processing and filing correspondence files.
• Processing, logging and filing proposed change orders/ request for equitable adjustments (REA's), modifications, revisions and architect's supplemental changes (ASl's) to contract documents. * Process and file contractor pay applications
• Coordinate on-going office supply orders and coordinate maintenance with office technology resources for copiers, computers and appliances.
• Familiarize new department employees with departmental processes and procedures
• Perform all job duties and responsibilities in a safe manner to protect one's self, fellow employees and the public from injury or harm. Promote safety awareness and follow safety procedures in an effort to reduce or eliminate accidents.
• Process and filing construction punch lists, contractor progress reports and monthly reports, architect's monthly reports.
• Oversee and provide feedback on audit data regarding audit schedules, report generation and analysis of data, such as, but not limited to: ensuring audits are scheduled in the proper time, auditors are assigned correctly based on industry specifications, suppliers have the proper quality system approvals, and audits are properly documented if not continuing with the program
• Processing, logging and filing shop drawings.
• Processing, logging and filing sustainability shop drawings - this includes checking contractor submittals per specifications to make sure submissions meet sustainability accreditation for certification standards.
• Provide clerical and administrative support to the Deputy Chief and to other Planning Department staff as designated
• Collect, review and analyze data; prepare reports, charts, budgets and other presentation materials.

Job Types: Part-time, Temporary

Salary: $19.00 - $27.00 per hour

Benefits:

• 401(k)
• Flexible schedule
• Paid time off

Schedule:

• Day shift
• Monday to Friday

Supplemental Pay:

• Bonus pay
• Commission pay
• Tips

Ability to commute/relocate:

• Dover, DE: Reliably commute or planning to relocate before starting work (Preferred)

Experience:

• Microsoft Excel: 1 year (Preferred)
• Microsoft Powerpoint: 1 year (Preferred)

Work Location: One location