Administrative Assistant

IDIQ Administrative Assistant

The Incumbent works under the general direction of the IDIQ Manager and has primary responsibility for assisting the IDIQ Manager with the general business operations of the IDIQ Department.

Essential Duties & Job Functions :

• Maintain RFP and Viewable TO spreadsheet as directed by IDIQ Manager to include :
• Entering new project information.
• Update existing information when amendments are received.
• Verification of due dates
• Maintain accuracy of tabs, moving items to appropriate tab
• Coordinates with Construction Managers for their input to the spreadsheet.
• Create new work orders in Maximo
• Create job folders and save government documents in appropriate folders
• Move documents into appropriate folders on share drive
• Maintain calendar due dates
• Sends information to request subcontractor access for subcontractors and job walks to AFSO.
• Collects certified payrolls from subcontractors on a weekly basis.
• Reconciles line by line to validate type of work performed, correct job classification is being charged, correct associated pay rate and fringe benefit rate.
• Determines whether or not Davis Bacon Act work was performed and validates correct wage rate and fringe benefit rate was applied.
• For work performed by an apprentice, confirms correct wage rate % based on level of the apprentice, if the apprentice performed work alone, requires upgrade to journeyman level pay and fringe benefit rates.
• Collects invoices from subcontractors, validates invoice against the established schedule of values established at time of award. Coordinates reconciliation with subcontractor when there are discrepancies.
• Prepares shop support quotes, obtains appropriate signature, and sends signed quote to requestor
• Receives "no work" statement weekly from subcontractors.
• Compiles and transmits daily reports to ET.
• Log monthly subcontractor hours
• Compile and forward SPA to Safety Dept.
• Receive daily subcontractor check-ins & log location and number of crew
• Create Child Work Orders for Task Orders
• Prepare Task Order field binders
• Responsible for completion of bonding requests and ordering bonds through Amentum - Corporate

In addition, the IDIQ Administrative Assistant duties include the following :

Accountable For :

Job Requirements (Education, Experience, Professional Associations) :

Mandatory :

Preferred :