Commercial Project Administrative Assistant

As a Project Manager Assistant, this position provides administrative support for the Commercial Project Managers with all tasks related to successful job completion.

DUTIES AND RESPONSIBILITIES

  • Assist the Commercial Project Managers with assigned tasks.
  • Track inventory monthly for job costing.
  • Updates subcontractors list, submittals and Job Info sheets.
  • Prepare Letter of Intents/Transmittals.
  • Complete Job Information Forms for vendors.
  • Order all glass samples and other samples that may be required.
  • Prepare copies of product data and shop drawings, clean and pack samples, completes transmittal; Package for delivery, label samples, and document submittal.
  • Type change proposals, commercial bids, correspondence, faxes and files.
  • Assist in maintaining files for purchase orders, acknowledgments, and invoices.
  • Approve vendor invoices and enters into job costing.
  • Track delivery and receiving of purchase orders.
  • Follow-up on damage and problems when material is received.
  • Create purchases orders and enter into job costing.
  • Request checks from A/P for deposits and payments on purchase orders.
  • Verify order acknowledgments with purchase orders and notify vendor of any discrepancies.
  • Input expected ship dates and keep information current.
  • Follow work-schedules and deadlines.
  • Possess good organization and time management skills.
  • Perform other duties as required.

 

JOB REQUIREMENTS

 

EDUCATION

  • High school diploma or equivalent.

 

EXPERIENCE

  • One or more years of administrative experience. Experience in glass or construction preferred. Excel experience is a must.

 

KNOWLEDGE/SKILLS/ABILITIES:     

  • Skilled in office equipment, typing, proofreading, basic math and grammar.
  • Analytical skills for problem-solving.
  • Knowledge of Word Processing and Excel Spreadsheet.
  • Good written and oral communication skills.
  • Must be able to multi-task.
  • Ability to interact with inside personnel as well as with customers.
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Anchor-Ventana provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Anchor-Ventana complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. To apply, send resumes to: hr@ventanaman.com