Jobsite Secretary - Data Center Construction

About the role

The Weitz Company is seeking a Jobsite Secretary to be located on our data center project site in Council Hill, OK. This position interfaces with the office and field personnel to ensure all paperwork is accomplished in a timely and accurate fashion. It also receives visitors and answers incoming phone calls. The Jobsite Secretary typically reports to the Project Superintendent or Project Manager.

Responsibilities

• Greet and assist visitors to the site, including owner customers (or potential customers), vendors, delivery personnel, subcontractors, and salespeople in a friendly and professional manner.
• Aid in the tracking of purchases, job accounts, and the cost coding of all job invoices.
• Communicate with vendors on matters related to payment or lien waiver discrepancies.
• Maintain accurate and comprehensive job files in a neat and orderly fashion.
• Coordinate with the superintendent the completion of daily reports, equipment reports, and schedule updates.
• Support all team members in performance of their assigned safety responsibilities.
• Assemble receiving tickets for all site deliveries and submit to the main office weekly.
• Assign job number, work package, and cost codes to accounting documents prior to processing payment.
• Prepare all outgoing mail including envelopes, letters of transmittal, and overnight packages.
• Receive, date, and log all drawings and transmittals.
• Type correspondence, weekly job meeting minutes, and reports for all team members.
• Maintain jobsite time logs and convert them to employee time sheets upon completion of each pay period.
• Cross-check all cost codes used against existing codes; flag and resolve any incorrect codes.
• Report equipment usage in a timely manner.
• Obtain labor quantities from the field staff and submit weekly.
• Perform other duties as assigned.

Requirements

• A high school diploma is necessary for this position; college coursework is helpful.
• Must possess two years of secretarial experience.

Qualifications

• Independent judgement, excellent organizational skills, and the flexibility to coordinate multiple projects with frequent interruptions are necessary skills for this position.
• A qualified candidate will possess excellent public relations skills and be able to maintain a pleasant and positive attitude, even in difficult situations.
• Tact and poise are essential.
• Being able to recognize frequent callers both on the telephone and in person is important.

Skills

• Knowledge of Microsoft Office applications is necessary, as are good typing and general office skills.

Benefits

Competitive Pay
Rewarding Bonus Program
Comprehensive Benefits Package with Tax-Advantaged HSA and FSA offerings
Employer-Paid Short and Long Term Disability Programs
Employer-Paid Life Insurance
Generous Paid Time Off Provisions
401K Retirement Savings Plan with Company Match
Tuition Reimbursement
Full Paid Parental Leave
Voluntary Products including Critical Illness Insurance and Accident Insurance

Pay

Competitive Pay

Schedule

N/A