Administrative Specialist - Procurement

Overview

Admin support for procurement tasks, contracts, bids, and documentation.

Key Responsibilities

• prequalification
• docusign
• sap contracts
• insurance tracking
• bid compliance
• document filing

Tasks

-Manage Subcontractor prequalification files; obtain and enter values for current Experience Modification Rate (EMR), and financials into Prequalification system. -Conduct prequalification research and follow-up with subcontractors to assist in completion of prequalification process. -Contribute innovative ideas for continuous improvement and effectiveness of team. -Upload documents into DocuSign system, maintain Subcontractors’ updates, and track through to completion while maintaining executed contracts. -Maintain organized filing system and coordinate document retrieval. -Track Certificate of Insurance (CoI) renewals and maintain up-to-date documentation and details in system of record. -As directed, contact vendors and subcontractors during bidding phases to determine coverage of trade items and identify problems and forward to Procurement Agent. -Release and update contract and insurances; update halt codes within Procurement database as directed. -Develop general knowledge of contract documents, understand contract types, and select correct contract forms to support Procurement activities. -Track and request missing or expiring insurance, verify insurance requirements for compliance with agreements, and follow up with stakeholders as required until resolved. -Provide professional customer service and positive interactions while processing day-to-day administrative items and supporting local business unit function. (e.g., Procurement department). -Engage professionally with others to address and discuss information and assist with general inquiries; provide appropriate escalation. -Organize local distribution and storage of executed contracts, agreements, and related documents in shared document system. -Perform administrative services including processing mail, overnight mailings, photocopying, filing, manage phone list , process invoices, and order supplies and stationery. -Assist in preparation of assigned spreadsheets to confirm bidder compliance with contract documents. (May include scope requirements, quantities of key materials and labor, alternates and unit pricing, schedule and logistic plans, labor costing (e.g., Prevailing Wage, Davis Bacon), Underrepresented Business Enterprises (UBE) (or other business classification requirements), insurance and bonding requirements, along with any other project-specific needs. -Assist in development of bid lists for trade items, coordinate pre-bid meetings, may distribute bid documents, and assist in receiving bids. -Generate contracts within Procurement module system of record (e.g., SAP) and ensure accuracy of details. -Maintain confidential information -Edit and assemble documents and reports. -Receive questions from bidders and obtain clarification through Procurement Agent (or bid period Request for Information (RFI) Lead) and forward answers to bidders. -Compile and route agreements for execution using DocuSign system. -Organize Procurement documentation for distribution and filing. -Provide team support and relief of others' job duties during times of need (e.g., lunch, breaks, illness, vacation).

Requirements

• high school
• college degree
• docusign
• microsoft
• procurement
• problem solving

What You Bring

-High School Diploma and minimum of 5 years of relevant administrative assistant experience, required -Good judgment to solve problems, escalate issues, and request prioritization of responsibilities -High degree of detail, accuracy, and organizational skills -College degree and/or relevant administrative skills certification, a plus -Able to conduct research and effectively proofread -Exhibit active listening skills and follow through on commitments -Familiar with Procurement systems and DocuSign -Proofread work before presenting to Procurement Agent/Manager for signature. -Professional verbal communication and written business communication skills -Computer and data entry skills, Microsoft suite of applications, collaborative meeting platforms, and general office equipment -Construction, Purchasing, Procurement, or other related experience, a plus -Approachable, proactive, positive, and professional attitude

People Also Searched For

Benefits

-Limited travel

About Turner Construction Company

-With a rich legacy, the company has delivered iconic projects such as the Burj Khalifa and New York’s One World Trade Center. -The company specializes in a wide range of sectors, including commercial, residential, industrial, and infrastructure construction. -The company has earned a reputation for executing complex, large-scale projects on time and within budget. -The company’s expertise extends to diverse civil works, including heavy civil projects like bridges, roads, and utilities. -The company is also known for its innovative approach, integrating advanced construction techniques and sustainability in its projects. -The company has consistently ranked among the top global contractors.

Sector Specialisms