On-site Administrative Assistant (Project… at Kolb Grading · Cheyenne

Position Summary

The On-Site Administrative Assistant provides administrative support for a specific construction project and serves as a liaison between the on-site project team and main office staff. This role helps keep the project running smoothly by coordinating documentation, ticket processing, onboarding logistics, communication flow, and day to day administrative needs for field leadership and visiting partners

Key Responsibilities

Project documentation and ticket processing

· Collect job site tickets and credit card receipts from the foreman.

· Ensure tickets and receipts are labeled with the correct job site and cost code number.

· Scan and distribute tickets and receipts appropriately, including uploading to the field tickets folder and emailing to the correct individual when needed.

· Process time and material tickets in a timely manner and route tickets for signatures, then return signed copies to the correct main office contact as soon as possible.

· Enter daily reports on client specific platforms if required.

· Gather information and create reports requested by the General Contractor.

· Gather crew certifications and distribute them as required, including to the General Contractor and designated internal contacts.

Coordination and administrative support

· Serve as the point of contact between main office personnel and on-site crews to coordinate document exchanges and day-to-day needs, including printing and scanning documents for transmittal to the office.

· Escort vendors and deliveries onto the job site when required.

· Attend meetings as needed and support follow-up items.

· Complete errands in support of job site operations, including picking up parts and supplies

Purchasing, rentals, and inspections

· Assist equipment team with procuring rental agreements as requested.

· Place orders for parts and rental equipment as requested by the equipment/parts department.

· Schedule returns for rental equipment and coordinate timelines with the project team and equipment coordinators.

· Ensure rentals are fueled and fuel is documented prior to returns.

· Schedule inspections as needed and support documentation associated with inspections.

Required daily forms and compliance tracking

· File required daily project forms as applicable to the site, including GDPs, utility testing signoffs, grading signoffs, backfill signoffs, and other client or project mandated forms.

· Help ensure assigned issues from the General Contractor are communicated to the foremen and collect photo documentation when corrections are completed, as requested.

HR and payroll support for field teams

· Perform drug tests on new hires on the first day of employment - send photo documentation showing results, identification, and dates to payroll for the employee file.

· Assist with printing/scanning of non-union insurance enrollment forms when requested.

· Support payroll process by communicating with project leads (supervisors/foreman) when timecard entry items are in question.

· Schedule site orientation for new crew members according to established procedures.

· Share disciplinary documentation including safety violations to HR for employee file and documentation.

· Notify HR/Payroll of any changes to employee status – termination, travel (specifically initial travel to/from the jobsite, vacation periods or other time away from the jobs), and movement between jobsites.

· Assist PR with getting travel agreements signed as requested.

Skills and Qualifications

· High school diploma or equivalent required.

· Prior experience in administrative support, construction administration, HR support, or payroll support preferred.

· Strong organizational skills with the ability to prioritize daily tasks and keep documentation accurate and on schedule.

· Clear communication and collaboration skills, with the ability to work effectively with foremen, project leadership, vendors, and office teams.
Strong writing and documentation skills, including attention to spelling, punctuation, and professional communication.

· Comfort using computers, scanners, email, and client platforms for daily reporting and documentation uploads.

· Sound judgment and decision-making skills to handle day-to-day issues independently and escalate when appropriate.

· Valid driver’s license and pass MVR background check.

Physical Requirements

Frequent sitting, standing, walking, reaching, and repetitive hand and arm movements, including keyboarding and data entry.
Frequent lifting and carrying of 0 to 25 pounds and occasional lifting of 25 to 50 pounds.
Frequent use of vision, hearing, and speech to share and receive information in an active job site environment.

Work Environment

This position is based on an active construction job site and requires regular interaction with field operations, vendors, and delivery personnel. Meeting attendance may be required based on project needs.

Employment Type and Schedule

This is an hourly position based on project needs. The expected work schedule is Monday through Friday.

Work Hours

Typical work hours align with standard job site operations during weekday business hours. Schedule adjustments may occur based on project demands, inspections, or coordination needs, but the role is structured to remain within a standard 40-hour work week.

Pay: $25.00 per hour

Expected hours: No less than 40.0 per week

Benefits:

• Dental insurance
• Health insurance
• Vision insurance

Work Location: In person