Reporting directly to the President, Vice-President, Lead Estimator & Lead Superintendent, you are responsible for managing the paperwork transition from Sales & Estimating to job start in the Field, processing permits/agency approvals, ordering requested material, acting as troubleshooter and messenger, providing a high level of customer service in all aspects from initial approvals to the end of the build. Duties start at initial bid inquiry and extend to project completion.

SPECIFIC RESPONSIBILITIES: (By Department)

FIELD

• Plan Copies: Copy on-site/order off-site, maintain hanging/ rolled copy racks. Scan in plans copies. Maintain client’s plans. Keep current plans in the database/ upload to the web for file sharing. (Task also required by Sales)

• Permits: Assemble and submit documents to various departments for permit approval, i.e. Sanitary District, Fire Department, Building Department, Waste Management, PG&E, “Green” agencies, etc.. Obtain permits, create ‘Permit Folders’ and file copies of finaled permits. Coordinate with agencies and authors to ensure progress, track and update staff weekly. Schedule Building Inspections as directed by field staff.

• Recycle/Waste Management Program: Provide, maintain records, coordinate, and follow up on required green-building programs.

• Coordinate Asbestos Testing/Abatement: Contact and follow up with outside asbestos contractor. Obtain and file the proper abatement paperwork. Obtain ‘J” number if needed.

• Conditions of Approval: analyze imposed conditions of approvals by administering building departments/city ordinances – communicate said conditions to the Owners and field staff to ensure that construction hours of operation, tree protection-fencing, photographs, etc. (all conditions) are adhered to.

• Custom Material Ordering: Purchase or acquisition of materials specific to a job, i.e. slabs, tile, lighting, plumbing, etc. Coordinate payment with accounting including pass thru of paperwork and uploading into the BuilderTrend platform.

• Receiving: Accept all incoming shipments and assist in off-loading of large items.

• BuilderTrend: Assist in copying and up-loading bid folder contents, signed contracts and plans into BuilderTrend program.

• Scheduling: Assist superintendents in updating schedules in BuilderTrend program.

SALES & ESTIMATING

• Bidding: Assist estimators as requested, perform material take-offs, analyze bids, communicate with sub-contractors.

• Sub-contractor Management: Solicit bids, follow-up on bids, schedule site-walks as requested by Sales.

• Client Interaction: Communicate with clients, present updates, and help define project needs and goals.

• Superintendent’s binders: Assemble binder, copy bids, quotes and plans, distribute to Superintendents.

• Hand-off meeting: Participate in the project hand-off meeting with field staff.

• Overlap of Field Tasks: Review tasks listed under “Field” that are also required with an emphasis toward “Sales.

• Doc-U-sign: Coordinate Doc-U-Sign contracts for clients including follow-up for proper signatures.

• Client Photo Shoots: Coordinate with clients/photographers, assist with photo shoots, and download and process images to website designer.

OFFICE

• Office Calls: Assist with incoming calls/taking messages.

• Personnel Interaction: Interact and communicate necessary information to others to assure a seamless and professional office environment, coverage (when necessary) of tasks assigned to others, communicate information necessary to the field in a timely fashion, etc.

COMPETENCIES:

• Ethics: Treat people with respect, keep commitments, inspire the trust of others, work with integrity and ethically uphold organizational values.

• Adaptability: Adapt to changes in the work environment, manage competing demands, assess and change approach or method (if necessary) to best fit the situation, ability to deal with frequent change, delays, or unexpected events.

• Dependability: Follow instructions, respond to management direction, take responsibility for own actions, commit to extended work hours when necessary to reach goals, complete tasks on time or notify appropriate person with an alternate plan.

• Communication: Communicate clearly, concisely, and consistently in all team interactions, bring concerns or questions to the attention of management quickly so that they can be addressed, offer suggestions for improvement – as you are the one doing the work and are in a unique position to make suggestions.

• Professionalism: Approach others in a tactful manner, react well under pressure, treat others with respect and consideration regardless of their status or position.

• Teamwork: Balance team and individual responsibilities, exhibit objectivity and openness to others' views, give and welcome feedback, contribute to building a positive team spirit, put success of team above own interests, ability to build morale and group commitments to goals and objectives, support everyone's efforts to succeed.

MINIMUM DESIRED QUALIFICATIONS:

• Customer service-oriented, should possess a positive attitude and the ability to interact with all workers, clients and vendors in a helpful manner.

• Must possess strong communication and interpersonal skills both oral and written.

• Must possess the ability to organize, prioritize and manage multiple tasks.

• Working knowledge of Microsoft applications including Microsoft Excel, Word, and Outlook, basic typing skills.

• Versatility, flexibility, and a willingness to work within a constantly changing environment with enthusiasm.

• Ability to strategize, plan and problem-solve.

• Attention to detail and quality.

• Good judgment with the ability to make timely and sound decisions.

• Complete job duties accurately and efficiently within designated timeframes.

• Commitment to excellence and high standards.