The Administrative Assistant is responsible for supporting the efforts of operations, administrative, and accounting employees in Raymond’s Martinez office.  Due to the centralized nature of this position, there will be a variety of miscellaneous duties that will be performed in order to maintain a smooth flowing office operation.  In order to be effective, this person will need to be well-organized, have excellent oral and written communication skills, and be able to prioritize and perform a number of tasks concurrently. This position requires meticulous attention to detail and the ability to follow through on multiple projects simultaneously.

Responsibilities

• Create new hire packets and facilitate new hire orientation for field employees
• Maintain various calendars and coordinate meetings, lunches, events and travel
• Prepare bid proposals (type bid qualification letters and bid forms, fax bids to customer and distribute internal copies, and save bid documents to network drive
• Perform job start duties which include: preparation of job start form, application for city business license, preparation of preliminary notice, and submit requests for certificate of insurance and bonds
• Create and issue bid folders to Estimators, maintain the Bid Log, enter bids into cash flow database, and maintain 36 month rolling bid recap
• Create and file documents in contract folders, receive contracts and submit them to the Contract Manager, prepare hard copies of contracts for signature by Area Manager, and order/track business licenses
• Perform other contract administration duties including but not limited to: credit checks and D & B company searches, issuance of guarantee/warranty letters, job closings and issuance of sub-tier purchase agreements and sub-subcontract agreements
• Create and issue project binders and send monthly reports to Area Manager and Project Managers for margin verification
• Distribute the Backlog report to VP/Area Manger monthly
• Additional administrative tasks include but are not limited to: retrieving and distributing mail, filing of corporate documents, completing notary acts, and miscellaneous requests/errands including ordering/picking up lunch
• Perform miscellaneous copying and typing
• Provide front desk coverage as needed
• Perform other related duties and assignments as required

Education & Qualifications

• Two to Three years business school and experience in a similar position preferred
• Experience in Contract Administration and Review is preferred
• Strong proficiency in Microsoft Windows, Excel, Access, and Word required
• Proficient in Spectrum/Viewpoint accounting software a plus
• Proficiency as a Human Resources generalist a plus
• Proficiency in Accounting Skills a plus
• Accurate and efficient data entry skills is required
• Notary public is preferred
• Construction industry experience preferred

Skills & Specifications

• Ability to multi-task, prioritize, and stay flexible, while meeting deadlines and goals
• Organize and work independently on multiple assigned tasks/projects and complete assignments within specified deadlines
• Possess a high degree of accuracy and feeling of ownership and pride in work product
• Excellent written and verbal communication skills
• Needs a positive, conscientious attitude

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The Project Manager will effectively complete the assigned construction projects in compliance with our contract responsibilities. These projects will achieve financial results that meet or improve upon our budget constraints, while meeting or exceeding customer expectations. The primary objective is to provide the project with a planner of activities between office management, field supervision, contract administration, project accounting and customer. The primary duties and responsibilities will vary from project to project based on size, complexity, workload, knowledge, customer demands, and growth opportunities. Effective completion of a job includes, but is not limited to, fully complying with Raymond’s contract responsibilities, achieving financial results that meet or improve upon budget constraints, while meeting or exceeding customer expectations.

Requirements

• Participate in the project hand-off meeting with the estimating department.
• Expedite a job start and pre-job safety plan routed throughout the departments.
• Facilitate project specific organization and/or systems relative to required staffing, roles and tasks, document control, and filing based on project size, complexity, and customer demands.
• Participate in finalizing the contract negotiations and expedite the administrative checklist.
• Facilitate a kick off meeting to lay out project specific goals relative to design assist, drawing development and review, RFI control, team coordination, and scheduling. Control and track by the RFI log.
• Facilitate product data and sample submittals coordinated with design development, material buyout, and vendor/distributor. Control and track by the submittals log.
• Facilitate procurement and selection of vendors/sub-subcontractors by choosing qualified bidders, securing bids, and spread comparisons. Control and track selected contractors by the contract status log.
• Supervise the vendor/sub-subcontractor shop drawing development, review, and approval. Control and track by the submittal log.
• Expedite the baseline and control budget aligning final design and construction means and methods.
• Expedite the baseline and control schedule with man load information coordinated with Raymond’s budget and contract schedule.
• Plan the cash flow requirements and secure an accepted schedule of values developed using front loading techniques.
• Facilitate a field kick off meeting to implement the specific goals of the pre-construction planning.
• Coordinate the material requirements by preparing quantity takeoffs, stocking reports, purchase orders, and coordinate jobsite deliveries. Control and track by the purchase order log.
• Supervise vendor/sub-subcontractor fabrication and jobsite deliveries. Control and track by the product tracking log.
• Manage the change order process by generating and converting requests into executed subcontract change orders. Control and track by the contract status log and coordinated with contract administrator book.
• Manage the job cost by evaluating and accessing weekly progress, planned versus actual variances, productivity, update budgets routinely to keep job cost report meaningful.
• Monitor jobsite execution of work relative to productivity, site conditions, and access. Prepare access reports as required to document delays and/or disruption issues.
• Monitor jobsite safety by preparing a weekly jobsite safety inspection.
• Supervise the technical execution of the applicable quality control systems, primarily the exterior enclosures.
• Prepare monthly schedule of values projecting completed work and assist in the accounting billing and collections to ensure timely payment.
• Facilitate the close out requirements such as warranties, guarantees, as built submittals, and post mortem analysis.

Experience

• The project manager will have experience in Microsoft Excel and Word, Primavera Sure Track Scheduling, and Quick Bid Estimating. This position should have a minimum of 2 to 5 years’ experience working as a project engineer.

Education

• The project manager will have completed a 4-year construction management and/or construction technology program or equivalent technical training and related experience.

Specialized Skills and Knowledge

• The project manager is required to have technical competence and advanced knowledge of construction operations to effectively plan, organize, coordinate, problem solve, and make appropriate decisions related to the project specific responsibilities. This position will need communication or interpersonal skills required to liaison between inter-company departments and customer.

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The primary objective of the Project Engineer is to engage in activities designed to improve overall production, planning and quality control relative to Raymond’s work, while ensuring that the customer’s satisfaction meets or exceeds expectations.  The Project Engineer will assist in the management of assigned construction projects as directed by the Project Manager, Project Superintendents and/or Project Foremen.

Requirements

• Share in the responsibility ensuring that field operations on assigned projects occur with safety as the primary concern, including completion of bi-weekly jobsite safety inspections.
• Aid Project Manager, Project Superintendent and/or Project Foremen in their activities in an effort to free critical management time allowing additional focus on production, planning, safety, quality control and other key profit/loss areas.
• Assist the Project Manager with daily operations and coordinate a linkage and interface between field and office.
• Primary work will be conducted on assigned jobsites and will report to office as-needed.
• Participate and help with project start-up, including but not limited to:  project Organization, Submittals, Stocking Lists, jobsite Stocking Coordination, Budgeting, Vendor Buyout of Material and Subcontract Work, and Coordinate Drafting and Engineering.
• Assistance to Project Superintendent and/or Project Foremen includes, but is not limited to:  Indoctrinate New Hires to Raymond (including new hire packages, safety orientation and other employment related forms), Prepare Weekly Timecards, Complete Daily Reports, Daily Safety Inspections, Coordinate Lay-Off Checks, Order and Receive Small Tools and Supplies, Order and Manage Equipment (lifts, scaffold, etc.), Receive Material from Vendors, Reconcile Receivers to Purchase Orders, Maintain Inventory of Small Tools and Supplies, Maintain Field Project Binders, Coordinate Pick-Up and Deliveries, Track Foremen Daily “To Do” Lists, Call for Required Inspections, Write T&M Tickets as Instructed and Coordinate Authorized Signatures, Maintain “Extra Ticket Log,” and, Issue Tools to Crew.
• Support the Project Manager activities, including but not limited to:  Review and Respond to Requests for Information, Track and Log New Plan Sets and Ensure Current Information is Distributed Timely to Project Superintendent/Foreman, Help Price Changes to Scope of Work, Help Update Budgets, Help Order Materials, Help with On-Site Stocking Coordination and Material On-Hand Inventory, Help with Scheduling, Maintain Project Files, Manage Subcontractors, Update Weekly Progress Job Cost Reporting, Write and Log Requests For Information and Memos, Track Access Delay Report, Assist in Production Reporting, Take and Maintain Progress Photographs and Project Documentation (Claim Coordination), Maintain Project Jobsite Files, Computer Work, Track Back Ordered Material and Manage Lead-Times, Track Specialty Materials and Maintain and Set-Up Job Facilities and Related Support Systems.
• Liaison between field, office management and general contractors.
• Assure customer expectations are met or exceeded.
• Participate in approved Project Engineer training sessions.
• Travel as needed to project sites.
• Perform other related duties and assignments as required.

Specialized Skills / Experience

• MS Excel, Word, Auto CAD preferable.
• Educational and experience preferences include: 4-year engineering degree or equivalent technical training and related experience. Advanced knowledge of construction engineering technology, codes, standards, etc., plus an in-depth understanding of the interdependence and relationship between other functional units required. Excellent communication and interpersonal skills, plus demonstrated ability to manage a team of varied disciplines.  Registration as a Professional Engineer is valuable.

Accountability

• Successful completion of assigned projects through effective organization and coordination of job related tasks.
• Successful job performance must also include increasing the amount of time available to Project Managers, Project Superintendents and/or Project Foremen to focus on field productivity issues.

Personal Development

• Needs a positive, conscientious attitude
• High degree of accuracy and feeling of ownership and pride in work product
• Increase knowledge of project management and estimating (code requirements, industry practices, product development, software applications, etc.) through experience and appropriate industry seminars and educational sources.
• Enhance knowledge of technical applications relevant to Raymond capabilities through appropriate/approved training sessions (i.e.: Computer and technology based field applications and product developments).
• Develop management and sales skills through appropriate/approved courses and learning materials.

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