Operations Assistant

Portland

POSITION SUMMARY

About the Position

Operations Assistants are critical to the success of Lewis projects. They are versatile members of site teams and the Portland office, working closely with Superintendents, Project Managers, Project Engineers, field craft workers and subcontractors. Most of their responsibilities involve job site management and administration, however they will need to perform more specialized functions as appropriate. Operations Assistants either sit onsite or in the office, depending on the nature of the project. This position reports to the Controller.

About You

You are a driven professional looking to become part of a dynamic team. You thrive in a high-visibility role and have the drive it takes to succeed in a fast-paced environment. With your go-getter attitude and impeccable attention to detail, you’re able to ensure that all administrative functions of a project are completed on time and as expected. Around the office, you are known as the ‘go-to’ person and are willing to roll up your sleeves in order to complete time sensitive tasks. If this sounds like you and you are fulfilled by the tasks outlined below, this position is the right fit for you.

PRIMARY FUNCTIONS AND ESSENTIAL RESPONSIBILITIES

Job Site and Systems Management

  • Assist the Project Manager & Superintendent in locating job site office and help to determine final office layout
  • Liaise with the IT department to assist in the setup of the job site office (phones, furniture, equipment, supplies, etc.), as assigned by the Project Manager
  • Greet job site visitors
  • Manage the job site’s petty cash account per Lewis standards
  • Order office supplies and organize maintenance for office equipment, as necessary
  • Assist in event planning for projects as needed
  • Assist in setting up the project management system
  • Set up SafetyNet for job site and populate with job team and other necessary information for access to safety audits

Project Coordination

  • Prepare job site closeout documentation. Prepare operations and maintenance manuals and warranties from all subs that need to be received, tracked, organized and then distributed to the owners
  • Assist the Project Manager with compiling owner billing
  • Process & compile owner change orders for execution and send out Subcontractor change orders when executed OCO is received as directed by Project Manager
  • Process and send Subcontracts electronically for execution
  • Update project management system and AP files with status of Subcontracts and insurance certificates
  • Review and track subcontractor insurance certificates for compliance with contract requirements

Customer Relations and Communication

  • Process and mail internal & external correspondence including coordinating courier services
  • Take meeting minutes for Owner meeting minutes and subcontractor meetings if required or type meeting notes from PE/PM

IN ORDER TO SUCCEED IN THIS ROLE

  • Minimum two years’ administrative experience is preferred
  • Experience in the construction industry is preferred
  • Computer knowledge and proficiency in Microsoft Office Suite is required
  • Strong written and verbal communication skills
  • Proven ability to function effectively as part of a team and maintain discretion and confidentiality
  • Ability to manage time as well as, organizational and complex problem-solving skills
  • A positive attitude and willingness to work with others. We believe that happy people make for a fun and productive culture

Work Environment

  • Majority of time will be spent on a construction site in the field. Related office work will generally be performed in a temporary job site office
  • When on site, company standard personal protective equipment and proper clothing for climactic conditions is required
  • Travelling to other Lewis job sites and to the home office for meetings is required
  • Work hours will generally match the job site hours of operation
  • Lewis is committed fostering and encouraging a diverse and inclusive workplace

Lewis offers competitive compensation and benefits

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