• Administrative Assistant - Construction Job Site Assistant

    Work Location
  • Overview

    Our team is looking for an Administrative Assistant; a role essential to the continued success of this operation.  Assist in administration and execution of duties related to current constrution projects. 


    We want you to join our team.

    Through industry-leading innovation our company has forged a legacy of quality and safety since our founding in 1916.


    “We build living monuments that transcend our time on earth” – John Rakolta Jr. CEO of Walbridge.


    What we offer:

    • Career planning, development & growth 
    • Industry-leading training programs

    Why Walbridge:

    • Large organization with award-winning projects, yet small enough for you to have an impact
    • Strong values which are the foundation of our growth for over 100 years
    • International, regional and local recognition for stand-out projects, safety, sustainability, culture, wellness and diversity practice



    • Establish and maintain a professional working rapport with peers, project team members and office personnel
    • Receive and distribute projects mail and fax correspondence and send all outgoing mail / UPS
    • Insurance Management – review, request, update Certificate of Insurance for all FL jobs in ProLog
    • AP – receive, stamp, code, get approval from Project Managers and forward for payment
    • File Vendor Invoices, Notice to Owner, Certificate of Insurance
    • NTO (Notice to Owner) – record in ProLog and NTO reports
    • Job Start-Up – send welcome letters, DPO forms, Requisition forms and other related forms to subs as contracts get issued
    • Types and formats correspondence (letters, memos, e-mails)
    • Assist subcontractors/suppliers – on Walbridge policies and procedures
    • Assist all project personnel as needed
    • Order blueprints as needed
    • (DPO) Direct Purchase Orders in SharePoint – process Requisitions, Verification of Invoices, Track in Summary DPO Balance, Close-Out
    • Manage DPO’s for the project.
    • Filing – set up files and complete filing as needed for each project.
    • Set-up and organize close out information for projects as needed
    • Answer phones as needed
    • Upload all documents to SharePoint for New Jobs and all other required documents
    • Box up Completed Projects to be stored and shipped to Detroit as needed
    • AP phone calls for payment status and researching payments
    • Assist with maintaining project meeting minutes and distribution as directed by PM’s and other project staff.


    • High School Diploma required. 
    • 5+ years of progressive administrative experience and responsibilities. 
    • Excellent interpersonal skills are required to interact with customers, vendors, suppliers and sub-contractors on a positive basis. 
    • Must have strong working knowledge of Share Point, how to set-up, arrange files and establish layout / viewing options. 
    • Must have strong competence in MS Excel, Word, Outlook and Power Point. Knowledge of Prolog Project Manager, and other similar software would be a plus. 
    • Must be ‘computer savvy’ and have the ability to learn and pick-up various software programs quickly with the proper training.

    Walbridge is an equal opportunity employer with a culture that promotes diversity in the workforce. We provide equal employment opportunities to all qualified employees and applicants for employment without regard to race, color, national origin, sex, religion, age, marital status, sexual orientation, gender identity, citizenship status, status as an individual with a disability, military, or protected veteran status or any other legally protected status. We prohibit discrimination in decisions concerning career development, recruitment, hiring, compensation, benefits, training, termination, promotions, or any other condition of employment. 



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