Job Description – Project Administrative Assistant
The Project Administrative Assistant role will be expected to handle a variety of tasks daily. Calvac, Inc. expects office staff to prioritize projects and multi-task. Listed below is a summary of tasks that are required but not limited to.
I Sales Support
1. Preparation of proposals
2. Open new Jobs
3. Maintain Job Calendar
4. Manage Lead Tracker
5. Preparation of job folders
6. Marketing Support
7. Marketing Event Support
8. General review of customer contracts
9. Gathering of preliminary information
10. Routing of sales calls and related information
11. Provisioning of company presentation folders
12. Handling and monitoring of appointments
13. Maintaining trade association events
14. Organizing, scheduling and support of trade shows
15. Procurement of required permits.
16. Other sales support requirements, as needed.
17. Research and data compilation of target markets
II. Personnel Administration
1. To act as a liaison between the crew and the office staff
2. Timekeeping/Payroll entry for field staff and equipment.
3. Update postings/displays of all relevant employment publications.
4. Translation services
5. Organize and coordinate company social events.
6. Human Resource/Accounting support as needed.
7. Facilitate timely and accurate flow of necessary information with all concerned.
8. Fluency in Spanish and English is preferred.
III. Operational Administrative Support
1. Assistance to operations personnel via phone
2. Handling of DMV requirements for all company vehicles and equipment
3. Maintaining customer insurance requirements
4. Maintaining subcontractor and vendor insurance documents
5. Maintaining subcontractor master contracts
6. Administration of safety program
7. Phone Management and Support
8. Procurement of job site photos
9. Maintaining the Vehicle and Equipment Maintenance Program
10. General filing and organization for the entire office
11. Inventory of business cards and other printed materials
12. Inventory and Provisioning of all office supplies
13. General support for accounting office
IV. Safety Program Administrative Support
1. Preparation of Company SDS paperwork
2. Preparation of Company “Crew Binders”
3. Preparation and completion of RSO Documents
4. Safety Liaison between operations personnel and Management
