Commercial Project Administrative Assistant Apply
Who We Are:
Designscapes Colorado is a landscape design/build firm with an impressive portfolio of commercial and residential projects ranging from large community parks and streetscape design to extensive outdoor living spaces and quiet, intimate gardens. The breadth of our services and experience is vast, but our company focuses on giving each client a customized, one-on-one experience. We view ourselves as partners with our clients, employees, community, and our environment. We are a hands-on and client-centric company with a warm culture – join the family!
What You Will Do:
As the Project Administrator within the commercial division, you will focus on assisting project managers and providing administrative support for the commercial team. You will interface with clients (city municipalities, schools, businesses) and manage the administrative components to ensure projects run smoothly.
Responsibilities:
Project Management Support:
- Set up Project folders including plans, bids, and contracts.
- Verify with vendors that on-site furnishings/playground equipment have been ordered, shipped, delivered, and merchandised.
- Process Change Orders.
- Prepare requests for information (RFI).
- Process Submittals.
- Manage the distribution and collection of all contracts for subcontractors and vendors.
- Apply for tax applications, permit applications, and terminations.
- Update Project Logs weekly.
- Ensure that contractor and subcontractor licenses and insurance certifications are current and forwarded to AR.
- Ensure subcontractor’s Part I & 2 Contracts are received and Part I is forwarded to AR.
- Process all change orders.
- Track costs/time/resources for each job.
- Create Work Orders
- Create Purchase Orders
- Accounts payable – preparing invoices/pay applications thru Sage Paperless, verify cost details, tax rates, misc. items NOT authorized for purchase etc. Authorized to process invoices up to $500 and route invoices over this amount to Project Managers.
- Accounts receivable – Prepare pay applications with the Project Manager’s/Team Manager’s approval. Following checklist to ensure timely execution.
- Work in Process – Maintain Team stats to aid in the Team Manager’s monthly WIP by ensuring timely client billings/invoices and processing subcontractors' pay applications each month.
- Enter timesheets into Sage for all Team 40 hourly employees.
- Complete, log and file Driver Inspections Reports (DIRs)
Who You Are:
A positive and upbeat person by nature, you thrive in administrative roles with many moving parts. You have experience in an administrative role and your strength is in managing the details. You take pride in not letting any balls drop and consider yourself a conscientious worker, having managed processes/projects to completion through strong communication and organization. You enjoy engaging with clients and teammates alike in order to successfully reach common goals.
Requirements:
- A high school degree or equivalent years of experience preferred.
- 2 - 5 years of experience in administration.
- Bilingual in Spanish and English.
- General understanding of accounting principles
- Excellent verbal and written communication skills.
- Knowledge of the landscaping or construction industries is a plus.
- Proficiency in Microsoft Office.
- Strong attention to detail
- Excellent problem-solving skills
- Demonstrates a high level of initiative to improve efficiencies.
- $22 - $26 per hour, depending on experience
- Medical, dental, and vision premiums covered at 50%
- Retirement plan with company match
- 2 weeks accrued paid vacation that increases with time at the company
- 7 paid holidays
- $25k life insurance policy covered at 50% by company + option to purchase supplemental life insurance
