Coralville, IA, US
1 day ago
Construction Administrative Assistant

What we offer:

Health, Dental, Vision and other benefits available after 60 daysDailyPay401kPaid TrainingPaid PTOReferral programDiscounts at all Kinseth Hotel Corporation hotels and restaurants 



Work daily with Project Managers and Procurement Team on requests and processing of PO’s and invoicesCreate purchase orders from proposals received from procurement teamAssign sequential PO numbers according to KHC proceduresClose attention should be paid to details for accuracy & reasonability test, i.e. proper unis such as sq ft, sq yd, lin yd, size of products, etcObtain approval from necessary approver, i.e. signed copy or docusignScan proposals, contracts or other back up required for purchase order & maintain electronic files of all purchase ordersAs changes or addendums occur to purchase orders update the purchase order & incorporate change document in to electronic file so a history of all changes are maintainedMaintain a change order log for each subcontractor agreement & projectMaintain a delivery log for each projectMaintain PO SummaryEnter PO’s onto PO Summary (Smart Sheet)Maintain any fields that have automatic notification features so the proper recipient is notifiedAdministrative contact for setting up new projects & granting access to new usersSet up new projects on Smart SheetDaily Processing of PO's working in conjunction with Construction Accountant to ensure invoices are paid timely and accuratelyField Vendor calls as needed for payment updatesProject reviewPeriodically review each project to look for abnormalities in products not ordered or PO’s that do not have invoices.Review KHC accounting AP aging each week for each project to look for invoices not paid. Alert the project managers & procurement staff so they can communicate with necessary accounting staff to ensure timely paymentsParticular attention should be paid to lead times of products, deposits needed to be put on pay applications, final payments required for products to be shippedInsurance certificatesRequest insurance certificates from required contractorsMaintain a file with all insurance certificatesMaintain a log of expiration dates, contact contractors & vendors when certificates are nearing expiration dateReview certificates to ensure they have proper additionally insured & coverages requiredAssist procurement staff in obtaining selected proposalsFee billingsMaintain a list of properties fees, billings & labor to be charged for projects & dates requiredCreate invoices (needs understand of KHC accounting system to know where bills are to be coded, in kind services vs. billed services)Work with accounting staff to process billsGeneral office dutiesEnhancing systems, procedures, and manuals to assist our staff in doing their jobsFiling, scanning, answering phoneAssist construction team in maintaining electronic filing of plans, warranties, & other project related documentsAssist in processing credit cardsReview credit cards each month from construction staff to pull invoices that need to be put on reimbursement & pay applications. Send invoices to construction accounting to process reimbursable expenses
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