Administrative Assistant

Overview Come join the William Charles team! As a leader in heavy civil construction, rail construction, general contracting, environmental construction & remediation, and electrical contracting, we connect people and places through the neighborhoods, rail facilities, and highways that we build. We're always in search of great resources to join our highly skilled, professionally trained team, who is dedicated to helping others - and our customers - succeed in every way. POSITION SUMMARY William Charles is in search for an Administrative Assistant, supporting Project Engineers and Project Managers. This position will generally support all administrative processes on-site. Also, required to communicate with the subcontractors and all employees on site. Responsibilities Prepare the details of a job utilizing the company job setup form Collect the final documents from subcontractors and internal resources through the Disadvantaged Business Enterprise (DBE) closeout form for presentation to the Illinois Department of Transportation and Tollway Processing requests within ProCore system, including uploading drawings, specifications, and phase code reports/train as Project Engineer’s Procore backup Daily distribution of mail within the department Review/update Build2Win imports from ViewPoint system Complete trucking ticket entry/verification as required/back up for Trucking Admin truck ticket entry Update Affidavit of Availability spreadsheet by working with the Project Managers and Subcontractor Coordination of office set ups for new jobs Backup to front desk as required Backup to bid runner Will provide other duties as assigned Qualifications High School Diploma or equivalent 1-3 years experience in an administrative role Ability to effectively communicate verbally and in writing Working knowledge of Microsoft Office Working knowledge of Construction software preferred Working knowledge of office equipment such as scanning, printing, emailing documents Prepare the details of a job utilizing the company job setup form Collect the final documents from subcontractors and internal resources through the Disadvantaged Business Enterprise (DBE) closeout form for presentation to the Illinois Department of Transportation and Tollway Processing requests within ProCore system, including uploading drawings, specifications, and phase code reports/train as Project Engineer’s Procore backup Daily distribution of mail within the department Review/update Build2Win imports from ViewPoint system Complete trucking ticket entry/verification as required/back up for Trucking Admin truck ticket entry Update Affidavit of Availability spreadsheet by working with the Project Managers and Subcontractor Coordination of office set ups for new jobs Backup to front desk as required Backup to bid runner Will provide other duties as assigned High School Diploma or equivalent 1-3 years experience in an administrative role Ability to effectively communicate verbally and in writing Working knowledge of Microsoft Office Working knowledge of Construction software preferred Working knowledge of office equipment such as scanning, printing, emailing documents