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Kinseth Hospitality Companies Construction Administrative Assistant in Coralville, Iowa

This position will be based out of the Council Bluffs office. Local Council Bluffs/Omaha candidates are encouraged to apply.

Job Discription - Construction Administrative Assistant

  • Work daily with Project Managers and Procurment Team on requests and processing of PO’s and invoices

  • Create purchase orders from proposals received from procurement team

  • Assign sequential PO numbers according to KHC procedures

  • Close attention should be paid to details for accuracy & reasonability test, i.e. proper unis such as sq ft, sq yd, lin yd, size of products, etc

  • Obtain approval from necessary approver, i.e. signed copy or docusign

  • Scan proposals, contracts or other back up required for purchase order & maintain electronic files of all purchase orders

  • As changes or addendums occur to purchase orders update the purchase order & incorporate change document in to electronic file so a history of all changes are maintained

  • Maintain a change order log for each subcontractor agreement & project

  • Maintain a delivery log for each project

  • Maintain PO Summary

  • Enter PO’s onto PO Summary (Smart Sheet)

  • Maintain any fields that have automatic notification features so the proper recipient is notified

  • Administrative contact for setting up new projects & granting access to new users

  • Set up new projects on Smart Sheet

  • Daily Processing of PO's working in conjunction with Construction Accountant to ensure invoices are paid timely and accurately

  • Field Vendor calls as needed for payment updates

  • Project review

  • Periodically review each project to look for abnormalities in products not ordered or PO’s that do not have invoices.

  • Review KHC accounting AP aging each week for each project to look for invoices not paid. Alert the project managers & procurement staff so they can communicate with necessary accounting staff to ensure timely payments

  • Particular attention should be paid to lead times of products, deposits needed to be put on pay applications, final payments required for products to be shipped

  • Insurance certificates

  • Request insurance certificates from required contractors

  • Maintain a file with all insurance certificates

  • Maintain a log of expiration dates, contact contractors & vendors when certificates are nearing expiration date

  • Review certificates to ensure they have proper additionally insured & coverages required

  • Assist procurement staff in obtaining selected proposals

  • Fee billings

  • Maintain a list of properties fees, billings & labor to be charged for projects & dates required

  • Create invoices (needs understand of KHC accounting system to know where bills are to be coded, in kind services vs. billed services)

  • Work with accounting staff to process bills

  • General office duties

  • Enhancing systems, procedures, and manuals to assist our staff in doing their jobs

  • Filing, scanning, answering phone

  • Assist construction team in maintaining electronic filing of plans, warranties, & other project related documents

  • Assist in processing credit cards

  • Review credit cards each month from construction staff to pull invoices that need to be put on reimbursement & pay applications. Send invoices to construction accounting to process reimbursable expenses