Construction site Administrative Assistant

Adecco Permanent Placement and Executive Search Division is looking for a Construction site Administrative Assistant, for its client, an agile company with 200 employees in 11 countries, that benefits from a large Group.

Duties:

To interpret and to translate from/into Romanian/English (translation skills are nice to have but not mandatory but mastering English is a must have)

• To interpret during meetings and negotiations;
• To interpret during weekly construction site meetings;
• To accompany the manager and to interpret during external meetings and negotiations;
• To accompany the manager and to interpret during site visits;
• To translate contracts, amendments, annexes, tender documentation (specification, etc.);
• To translate correspondence and e-mails.

To register contracts in the internal software to manage the contracts

• To check budget code, works (Hors construction)
• To check data in excel tables before exporting them to Tiamp (right codes, changes if  codes   are repeated, codes in the budget, right total amount)
• To enter payment conditions data (advance payment, retentions)
• To check the entered data as well as budget amount for this kind of works
• To inform the engineer in case of budget overrun

To register contracts in the internal data base

• To enter all the necessary information, including annexes, comparison tables, budget-contract difference
• To determine people for contract approval depending on the kind of works, amount of works, available budget amount
• To control approval process for each contract from beginning till end

To close contracts

• To monitor works progress for each contract with a client until the final works acceptance certificate is received and the engineer has informed works completion
• To check that the final amount of works is in accordance with estimate data, to get the approval from the accounting departments. In case of differences to check works acceptance certificates, to modify fees
• To create the final bill of quantities on the basis of works performed
• To agree the bill of quantities (including designations and final cost of fixed assets)
• To prepare validation sheets, to draft an amendment, to get the approval of the legal and accounting departments, to get the contract signed by the two parties

To keep contracts database

• Hard records – copies of contracts by budgets (hors construction) and kinds of works (construction sites)
• Soft records – scan copies of contracts on the server
• Electronic database in Excel format

Control invoice payment

• To check the conformity of invoices with the contract terms
• To enter invoice information in the calculation table
• To assess demand balance for payment or to determine the sum of invoice to issue to the      Client
• To create invoice validation sheets
• To get the approval and the signature of the invoice validation sheet from the responsible engineer, the general director and the chief accountant
• To pass invoices over to the financial director for approval
• To pass invoices over to the accounting department

Process works completion certificates

• To get the written approval of the quantity of the works completed from the technical   department
• To check the conformity of the amount of the completed works, their designation (including division into items of fixed assets), the name of the investor, the terms of works acceptance to the contract.
• To determine the amount of fees that should be included in the amount of the works completed
• To add certificates in the calculation table indicating the final amount of the certificate with the client

To help engineers with all the arising questions concerning documents as well as during the conclusion of contracts (including communication with subcontractors)

To keep calculation table for projects

• To add all the information into the calculation table for each contract with the client every day according to the standard
• To control availability of funds on the account to make payments to subcontractors
• To make sure that the closing documents come in due time and to check the conformity of the amount of the completed works to the initial contract
• To control and to determine fees as well as to control 100% reception of fees after the end of works

• To order stationery;
• To order potable water;
• To order furniture;
• To organize office layout as well as to arrange desks for new employees;
• To order work clothes and footwear for employees;

To organize trainings for employees:

• To search for training providers;
• To agree contract terms and to ensure their signature;
• To ensure payments.
• To organize corporate events and parties.

To prepare and to keep record of official letters.

To make, to translate and to keep record of minutes of weekly construction site meetings.

To receive/deliver official documents and letters (Tax authorities, Administration, Electricity regulation authority, Post office, etc.)