Field Office Manager (Project Coordinator)

at  Kitchell Contractors Inc of Arizona

Kitchell is seeking an organized and energetic Field Office Manager to join our team of employee-owners in Houston, Texas. The Field Office Manager will be responsible for managing a variety of advanced clerical, secretarial and receptionist support activities to ensure efficient field office operations.

EDUCATION AND EXPERIENCE

Required:

• High school diploma or general education degree and specialized or advanced coursework in office administration or related field required.
• Minimum 3 years position related work experience in office administration or related field, preferably in architecture, engineering and construction management industry.
• Equivalent combination of education and experience accepted.

PHYSICAL REQUIREMENTS

• While performing the duties of this job, the position is moderately active and the employee is frequently sitting, standing, walking, reaching, and bending

• Prepare and distribute subcontractor agreement and agreement change orders for the project.
• Monitor the flow of contracts & ACO making sure they’re returned with the appropriate insurance, signature authorization, bond (if not on subguard) & safety paperwork needed to execute the paperwork.
• Monitor and code open account invoices on invoice router or in paper form, and route for approval to supervisor and accounting.
• Perform all data entry for the project including payroll processing, hiring documentation and process employee terminations.
• Assist Project Engineers with monthly owner billings, subcontractor invoices, required documentation and other items as applicable.
• Assist in meeting coordination, reserve/prepare facilities and prepare and distribute meeting minutes.
• Monitor and input the project paperwork for scanning & filing (i.e. EDMS system) on a weekly basis.
• Monitor and order supplies as directed for the project.
• Answer phone, take messages or route calls and greet visitors and direct them to the appropriate person.
• Assist with project Closeout; merge files, contact suppliers for final payment, and prepare the closeout books for Owner, Architect and Kitchell.
• Process all incoming and outgoing mail including inter-office correspondence.
• Assist Project Manager with Forecasting and Forecast Reporting.
• Take the lead in Forecast tracking, accuracy, on-time submission, scanning, saving and properly filing the Forecast.
• Assist the Project Manager with GC/GR study.
• Take the lead in tracking and submitting on-time to the Project Director on a monthly basis.
• Prompt the Project Team to update and distribute the Project Schedule to the Sub-contractors and Owners.
• Compile and distribute monthly reports.
• Executes additional duties and responsibilities as assigned.