Andersen Construction
Administrative Assistant
Andersen Construction, Portland, Oregon, United States, 97204
Job Purpose :An Administrative Assistant in the Risk Department provides support to department personnel, assists in daily office needs, and manages the Risk Departments general administrative activities. Assists in management and administration of Programs and Policies maintained by the Risk Department. Reports to and assists Risk Department Managers.Reports To : Legal Services ManagerJob Classification and Hours:Hourly / Non-Exempt EmployeeRegular Work Week Schedule (M-F), with Flexible Work Week OptionThe Employee is expected to work in office during established business hours. Communication and reporting after normal business hours may be necessary and is expected.Location:
In-Office; Portland, ORQualifications & Technical Skills:Knowledge of Office Management Systems and ProceduresProficiency in MS Office (MS Excel, MS Power Point)Technical writing skillsProfessional Qualities:Regular and reliable in-office attendance / presence.Excellent time management skills and ability to prioritize work.Attention to detail and problem-solving skills.Excellent oral and written communication skills.Strong organizational skills with the ability to multi-task.Maintains strict confidentiality of all personnel and legal matters.Responsibilities:Subcontractor Risk Mitigation Program:Coordinates with Preconstruction Managers and Legal Services Manager in the administration of the Subcontractor Risk Mitigation Program for subsidiary company(s).Reviews Subcontractor Prequalification Application(s) for completeness, verify business identifiers, and follow-up, as necessary, with subcontractor contact.Completes initial review and identify / communicate risk to SVH Legal Services Manager and/or Preconstruction Manager, as appropriate.Provides additional assistance, as necessary, with Preconstruction Managers.Alcohol and Drug Policy and Program:Coordinates with Third-Party Administrators and Legal Services Manager in the administration of parent / subsidiary company Alcohol and Drug Testing.Assists in the maintenance and management of parent and subsidiary company alcohol and drug policies.Communicates with Employee, Supervisor(s), On-Boarding Departments, and SVH Legal Services Manager regarding testing requirements / results.Maintains Employee Drug Testing Log.Manages billing for various alcohol and drug testing programs.Vehicle Policy and Program:Coordinates with Regional EHS Departments, Regional On-Boarding Departments, and SVH Legal Services Manager in the administration of parent / subsidiary company vehicle policy and program.Assists in the maintenance and management of corporate vehicle policies.Coordinates with employees and regional on-boarding personnel to ensure compliance with policy qualification and training requirements.Receives Driver Complaints and Communicates with General Superintendents or Regional Operations Manager regarding driver histories.Performs / oversees performance of annual driving record review.Supervises / manages training requirements and re-training protocols.Performs Driver Eligibility Audits annually, or as necessary.Background Review Program:Coordinates with subsidiary company project management teams and clients in the administration of parent / subsidiary company background review program.Maintains / manages Client-Mandated Background Review Programs.Coordinates with Project Team / Client Representatives, as appropriate, to identify requirements.Develop and Draft Project / Client Specific Program(s).Oversees compliance with Project / Client Specific Program(s).Corporate Compliance:Aids Vice President of Risk Management in review and revision of corporate compliance policies. Aids SVH Legal Services Manager in the management of bonds, insurance and licensing programs.BondsReceives / Reviews Bonds for Project Team, verifies accuracy and coordinates completion and delivery.Insurance ProgramResponsible for the management and oversight of company-issued Insurance Certificates.Oversees yearly certificate audit.Assists in the facilitation of Captive and non-Captive Program Renewals.Licensing ProgramAssists in the management of company licensing and renewals.Corporate Website and Email ManagementOversees the general email addresses and forwards information to the appropriate manager.Responds to general email requests as needed.Manages / Updates Risk Management Department Intranet (MAP) site.General Department SupportAids WC Claims Manager and Legal Services Manager, as necessary and in a back-up capacity, to ensure timely reporting and adequate management of claims, and administration / execution of department programs.Physical Demands
- Lifting
CompensationEmployee (and their family) can enroll in the companys medical, dental, vision, and basic life insurance.Employee may receive an annual employer discretionary bonus.Employee will have access to a personal 401(k) plan (no employer match); and Discretionary Employer Contribution Plan.Employee will start with 130 hours of PTO not including 7 recognized holidays.$24.00 - 25.00 per hourEqual Opportunity / Affirmative ActionAll qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, disability, or protected veteran status. Applications from women, minority and under-represented group members, veterans and individuals with disabilities are encouraged to apply.Work AuthorizationApplicants must be currently authorized to work in the United States without the need for visa sponsorship now or in the future.Substance Abuse ScreeningAndersen Construction complies with the Construction Industry Drug-Free Workplace. Substance abuse screening includes pre-employment, random, post-accident, and for-cause testing. Our offer of employment is contingent upon your successful completion of these drug screenings.Background Check & Driving RecordAndersen Construction conducts a background check and driving record review of all new employees. Employment is contingent upon successful completion of background and driving record investigation.BenefitsCollaborative office environmentFree access to gym in office building(s)Coffee/Espresso, cold brew and snacks available at main officeIndustry organization memberships and eventsYear End Bonus ProgramProfit Sharing Plan401k Self Driven Program w/ Access to Financial Advisor7 Paid Holidays + Generous & Flexible PTO Program75% Paid by Owner PPO Medical/Dental/Vision Plan (includes Naturopathic & Chiropractic Care!)Cancer Guard Screening ProgramWellness Incentive Program Active participation earns you reductions in healthcare premiumsEmployee Assistance ProgramTelemedicine OptionEmployee Referral Incentive ProgramEducation Assistance for Continued EducationWellness Seminars & Brown BagsDiscounted Income Protection Plans:Gradifi Student Loan Refinance PlansEstate PlanningRefinance and Purchase Programs for Home BuyersMedicare Assistance ProgramIncent Fit Participation in fitness activities can earn you $35/mo.Supplemental Insurance OptionsCorporate Discount Programs from Local Retail & Clothing VendorsASPCA Pet Insurance DiscountAndersen Company StoreAndersen Foundation Be an active part of volunteer activities from soup kitchens, building support, camps, golf & cornhole tournaments.Fun, Festive and sometimes competitive - team building events throughout the year!
In-Office; Portland, ORQualifications & Technical Skills:Knowledge of Office Management Systems and ProceduresProficiency in MS Office (MS Excel, MS Power Point)Technical writing skillsProfessional Qualities:Regular and reliable in-office attendance / presence.Excellent time management skills and ability to prioritize work.Attention to detail and problem-solving skills.Excellent oral and written communication skills.Strong organizational skills with the ability to multi-task.Maintains strict confidentiality of all personnel and legal matters.Responsibilities:Subcontractor Risk Mitigation Program:Coordinates with Preconstruction Managers and Legal Services Manager in the administration of the Subcontractor Risk Mitigation Program for subsidiary company(s).Reviews Subcontractor Prequalification Application(s) for completeness, verify business identifiers, and follow-up, as necessary, with subcontractor contact.Completes initial review and identify / communicate risk to SVH Legal Services Manager and/or Preconstruction Manager, as appropriate.Provides additional assistance, as necessary, with Preconstruction Managers.Alcohol and Drug Policy and Program:Coordinates with Third-Party Administrators and Legal Services Manager in the administration of parent / subsidiary company Alcohol and Drug Testing.Assists in the maintenance and management of parent and subsidiary company alcohol and drug policies.Communicates with Employee, Supervisor(s), On-Boarding Departments, and SVH Legal Services Manager regarding testing requirements / results.Maintains Employee Drug Testing Log.Manages billing for various alcohol and drug testing programs.Vehicle Policy and Program:Coordinates with Regional EHS Departments, Regional On-Boarding Departments, and SVH Legal Services Manager in the administration of parent / subsidiary company vehicle policy and program.Assists in the maintenance and management of corporate vehicle policies.Coordinates with employees and regional on-boarding personnel to ensure compliance with policy qualification and training requirements.Receives Driver Complaints and Communicates with General Superintendents or Regional Operations Manager regarding driver histories.Performs / oversees performance of annual driving record review.Supervises / manages training requirements and re-training protocols.Performs Driver Eligibility Audits annually, or as necessary.Background Review Program:Coordinates with subsidiary company project management teams and clients in the administration of parent / subsidiary company background review program.Maintains / manages Client-Mandated Background Review Programs.Coordinates with Project Team / Client Representatives, as appropriate, to identify requirements.Develop and Draft Project / Client Specific Program(s).Oversees compliance with Project / Client Specific Program(s).Corporate Compliance:Aids Vice President of Risk Management in review and revision of corporate compliance policies. Aids SVH Legal Services Manager in the management of bonds, insurance and licensing programs.BondsReceives / Reviews Bonds for Project Team, verifies accuracy and coordinates completion and delivery.Insurance ProgramResponsible for the management and oversight of company-issued Insurance Certificates.Oversees yearly certificate audit.Assists in the facilitation of Captive and non-Captive Program Renewals.Licensing ProgramAssists in the management of company licensing and renewals.Corporate Website and Email ManagementOversees the general email addresses and forwards information to the appropriate manager.Responds to general email requests as needed.Manages / Updates Risk Management Department Intranet (MAP) site.General Department SupportAids WC Claims Manager and Legal Services Manager, as necessary and in a back-up capacity, to ensure timely reporting and adequate management of claims, and administration / execution of department programs.Physical Demands
- Lifting
CompensationEmployee (and their family) can enroll in the companys medical, dental, vision, and basic life insurance.Employee may receive an annual employer discretionary bonus.Employee will have access to a personal 401(k) plan (no employer match); and Discretionary Employer Contribution Plan.Employee will start with 130 hours of PTO not including 7 recognized holidays.$24.00 - 25.00 per hourEqual Opportunity / Affirmative ActionAll qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, disability, or protected veteran status. Applications from women, minority and under-represented group members, veterans and individuals with disabilities are encouraged to apply.Work AuthorizationApplicants must be currently authorized to work in the United States without the need for visa sponsorship now or in the future.Substance Abuse ScreeningAndersen Construction complies with the Construction Industry Drug-Free Workplace. Substance abuse screening includes pre-employment, random, post-accident, and for-cause testing. Our offer of employment is contingent upon your successful completion of these drug screenings.Background Check & Driving RecordAndersen Construction conducts a background check and driving record review of all new employees. Employment is contingent upon successful completion of background and driving record investigation.BenefitsCollaborative office environmentFree access to gym in office building(s)Coffee/Espresso, cold brew and snacks available at main officeIndustry organization memberships and eventsYear End Bonus ProgramProfit Sharing Plan401k Self Driven Program w/ Access to Financial Advisor7 Paid Holidays + Generous & Flexible PTO Program75% Paid by Owner PPO Medical/Dental/Vision Plan (includes Naturopathic & Chiropractic Care!)Cancer Guard Screening ProgramWellness Incentive Program Active participation earns you reductions in healthcare premiumsEmployee Assistance ProgramTelemedicine OptionEmployee Referral Incentive ProgramEducation Assistance for Continued EducationWellness Seminars & Brown BagsDiscounted Income Protection Plans:Gradifi Student Loan Refinance PlansEstate PlanningRefinance and Purchase Programs for Home BuyersMedicare Assistance ProgramIncent Fit Participation in fitness activities can earn you $35/mo.Supplemental Insurance OptionsCorporate Discount Programs from Local Retail & Clothing VendorsASPCA Pet Insurance DiscountAndersen Company StoreAndersen Foundation Be an active part of volunteer activities from soup kitchens, building support, camps, golf & cornhole tournaments.Fun, Festive and sometimes competitive - team building events throughout the year!