Office Assistant - Toledo

Essential Duties & Key Responsibilities

• Provide professional customer service and positive interactions while processing day-to-day administrative items and supporting local business unit function.
• Perform administrative services including processing mail, overnight mailings, photocopying, filing, managing phone lists, processing invoices, and ordering supplies and stationery.
• Edit and assemble documents and reports.
• Engage professionally with others to address and discuss information and assist with general inquiries; provide appropriate escalation.
• 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.

Qualifications

• High School Diploma and minimum of 5 years of relevant administrative assistant experience, required.
• 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.
• 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.
• Familiar with Procurement systems and DocuSign.
• 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.