Job Site Clerk - NPCE

About the Role

You’ll serve as the front-line administrative support for a construction site, working directly under the Superintendent. The role blends office coordination, documentation management, and vendor liaison duties to keep the site running smoothly.

Responsibilities

• Greet all site visitors, ensure they sign in, and direct them appropriately.
• Answer phones and route calls to the correct staff member.
• Manage delivery tickets and other documentation that must be sent to the main office.
• Oversee and process timesheets for field employees under the Superintendent’s supervision.
• Place orders for supplies as directed by the Superintendent.
• Maintain a clean and organized office environment.
• Take and distribute meeting minutes as required.
• Make copies for distribution and maintain office files and documentation.
• Update logs and accept deliveries.
• Coordinate and complete daily administrative tasks.
• Interact courteously and professionally with employees, clients, subcontractors, vendors, and the public.
• Organize office files, contracts, and submittals using the system established by the corporate office.
• Operate a computer, using Microsoft Word, Excel, and Outlook.
• Use office equipment such as copiers, printers, scanners, and label machines.
• Track timesheets, weekly hours, and per diem for field employees; email to Payroll weekly.
• Keep copies of all delivery tickets and determine if they qualify as Major Purchase Orders or Field Purchase Orders; send originals to the Project Manager or Accounts Payable Clerk for processing.
• Log and issue Field Purchase Order numbers, enter rental data on Rental Equipment Reports, track concrete usage with the concrete log, and email to the Project Manager and Accounts Payable monthly.
• Log daily subcontractor activities, weather, rainfall, deliveries, and meetings on the Superintendent’s Daily Report.
• Purchase office supplies, order materials, and arrange rental equipment as directed by the jobsite Superintendent.
• Call vendors for quotes to compare costs for materials or rental equipment.
• Set up vendor accounts for purchases or monthly rentals (e.g., copiers, toilets, water, ice, lumber, rental equipment).

Requirements

• High school diploma preferred.
• Ability to follow specific directions and perform a variety of duties that may change frequently.
• Work within standards of accuracy and repeat short-duration tasks according to set procedures.
• Evaluate information using measurable standards.
• Proficiency with Microsoft Office programs (Word, Excel, Outlook).
• Experience operating office equipment such as copiers, printers, scanners, and label machines.

Core Competencies

• Accountability: Accept responsibility for actions, anticipate and prevent problems, and engage in problem-solving both inside and outside the department.
• Customer Focus: Prioritize service to internal and external customers, exceed expectations, and recognize the value of all stakeholders.
• Effective Communication: Listen actively, present clearly in one-on-one and group settings, tailor messages to the audience, and foster open communication channels.
• Execution/Empowerment: Demonstrate the ability to deliver results, manage competing demands in a fast-paced environment, and create contingency solutions for timely execution.
• Learning & Development: Prioritize acquiring new skills, address development needs, identify learning gaps, and take responsibility for continuous improvement.
• Values Team: Collaborate respectfully with team members, partners, and all business contacts; maintain open communication.
• Excellence: Strive for quality and safety, pursue best-in-class execution, and commit to continuous improvement.
• Service: Deliver passionate customer service internally, externally, and to the community while creating superior value.
• Trust: Uphold high ethical standards, personal accountability, transparency, credibility, and fairness.

Environmental Factors and Physical Requirements

Haskell will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990 and the Americans with Disabilities Act Amendments Act of 2008.