Administrative Specialist

Position Description:
Perform daily administrative tasks and services to ensure the efficient operation of office departments, business unit, and Procurement team.

Essential
Duties & Key Responsibilities:

Office
Support:

- Provide professional customer
service and positive interactions while processing day-to-day
administrative items and supporting local business unit function. (e.g.,
Procurement department).
- Perform administrative services
including processing mail, overnight mailings, photocopying, filing,
manage phone list , process invoices, and order supplies and stationery.
- Assist with general office
inquiries from staff, owners, and others; provide escalation as appropriate
- Order supplies to support
office needs
- Assist with special projects
and coordinate events
- Serve as floor warden for
building fire drills, ensuring all safety protocols are followed and
occupants are accounted for.
- Act as primary liaison with
building and facilities management for lighting, repairs, housekeeping,
and related needs.
- Manage visitor access using the
building's Prism system, including entry, tracking, and approvals.
- Communicate building
announcements, events, and updates occurring within the Steel Tower to
staff.
- Draft and distribute Business
Unit communications via email as needed.
- Maintain the office phone
roster and other key administrative documents to ensure accuracy and
accessibility.
- Restock kitchen supplies and
ensure the kitchen is clean, organized, and compliant with hygiene standards.
- Monitor and manage the email
inbox for the Business Unit, responding or routing inquiries as
appropriate.
- Coordinate and order
food/catering for meetings, events, and special occasions.
- Engage professionally with
others to address and discuss information and assist with general
inquiries; provide appropriate escalation.

Procurement:

- Edit and assemble documents and
reports.
- Develop general knowledge of
contract documents, understand contract types, and select correct contract
forms to support Procurement activities.
- Generate contracts within
Procurement module system of record (e.g., SAP) and ensure accuracy of
details.
- Upload documents into DocuSign
system, maintain Subcontractors' updates, and track through to completion
while maintaining executed contracts.
- Maintain organized filing
system and coordinate document retrieval.
- Track Certificate of Insurance
(CoI) renewals and maintain up-to-date documentation and details in system
of record.
- Assist in development of bid
lists for trade items, coordinate pre-bid meetings, may distribute bid
documents, and assist in receiving bids.
- Assist in preparation of
assigned spreadsheets to confirm bidder compliance with contract
documents. (May include scope requirements, quantities of key materials
and labor, alternates and unit pricing, schedule and logistic plans, labor
costing (e.g., Prevailing Wage, Davis Bacon), Underrepresented Business
Enterprises (UBE) (or other business classification requirements),
insurance and bonding requirements, along with any other project-specific
needs.
- Conduct prequalification
research and follow-up with subcontractors to assist in completion of
prequalification process.
- As directed, contact vendors
and subcontractors during bidding phases to determine coverage of trade
items and identify problems and forward to Procurement Agent.
- Receive questions from bidders
and obtain clarification through Procurement Agent (or bid period Request
for Information (RFI) Lead) and forward answers to bidders.
- Track and request missing or
expiring insurance, verify insurance requirements for compliance with
agreements, and follow up with stakeholders as required until resolved.
- Proofread work before
presenting to Procurement Agent/Manager for signature.
- Compile and route agreements
for execution using DocuSign system.
- Release and update contract and
insurances; update halt codes within Procurement database as directed.
- Organize Procurement
documentation for distribution and filing.
- Organize local distribution and
storage of executed contracts, agreements, and related documents in shared
document system.
- Manage Subcontractor
prequalification files; obtain and enter values for current Experience
Modification Rate (EMR), and financials into Prequalification system.
- Embrace company culture,
values, and Diversity, Equity, & Inclusion (DE&I) activities
across company.
- Provide team support and relief
of others' job duties during times of need (e.g., lunch, breaks, illness,
vacation).
- Contribute innovative ideas for
continuous improvement and effectiveness of team.
- Other activities, duties, and
responsibilities assigned.

Qualifications:

• High School Diploma and 3 - 5 years of relevant administrative assistant experience, preferred
• College degree and/or relevant administrative skills certification, a plus
  
• Construction, Purchasing, Procurement, or other related experience, a plus
  
• High degree of detail, accuracy, and organizational skills
  
• Maintain confidential information
  
• Work independently, with some oversight, and as part of team
  
• Approachable, proactive, positive, and professional attitude
  
• Professional verbal communication and written business communication skills
  
• Able to conduct research and effectively proofread
  
• Exhibit active listening skills and follow through on commitments
  
• Good judgment to solve problems, escalate issues, and request prioritization of responsibilities
  
• Computer and data entry skills, Microsoft suite of applications, collaborative meeting platforms, and general office equipment
  
• Familiarity with Procurement systems and DocuSign, a plus
• Limited travel

Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit, use hands to finger, handle, or feel objects, tools, or controls; and reach with hands, talk, and hear. The employee frequently views a computer monitor and frequently uses a computer keyboard. Specific vision abilities required by this job include close vision, peripheral vision, depth perception, and the ability to adjust focus. The employee is regularly required to be mobile, and the employee may occasionally travel both short and long distances via a variety of conveyances. The employee may occasionally perform and visit work on-site at construction work sites, office locations, and/or off-site venues. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.

Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee regularly works in an office or remote setting. The noise in the work environment is usually quiet to moderate in an office setting. While performing the duties of this job, the employee may occasionally work at or visit construction work sites where the employee is exposed to moving mechanical parts, high precarious places, fumes, or airborne particles, outside weather conditions, and risk of electrical shock. The noise in the work environment is usually moderate to loud. The employee is required to work in compliance with company safety policies, procedures, and applicable laws.

Turner is an Equal Opportunity Employer - race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or other characteristics protected by applicable law.