At Haskell, you’re not just joining a company—you’re joining a nationally recognized Top Workplace where diverse perspectives and inclusive thinking drive stronger outcomes. Whether you’re starting out, growing your expertise, or leading the way, you’ll find a culture grounded in trust, driven by excellence, and built to support your goals. Here, you’ll have the opportunity, flexibility, and sense of belonging to grow your career your way—while making a real impact.
Scope of Position
This role is critical to maintaing organized, accurate, and up-to-date project documentation, facilitating seamless communication, and ensuring smooth day-to-day operations. The specialist will work closedly with the Site Superintendent and/or Project Manager to manage documentation, track key project data, and coordinate logistics within a fast-paced construction environment.
- Manag and take ownership of a wide range of day-to-day administrative tasks in a fast-paced environment, with minimal supervision.
- Maintain professional communication with employees, clients, subcontractors, vendors, and visitors, handling routine questions and using independent judgment as needed.
- Establish and maintain systems for tracking project documentation and daily tasks.
- Prepare and format correspondence for internal and external distribution to include proofreading and editing.
- Organize office files, contracts and submittals in accordance with company standards.
- Utilize Microsoft Word, Excel, Outlook along with standard office equipment (e.g., scanners, lable makers) to maintain productivity and organization.
- Use ProCore software to manage timesshets, per diem records, and logistics for payroll.
- Coordinate travel arrangements and manage expense reports for Field personnel.
- Assist with work permit documentation for superintendents and field leaders when needed.
- Track and maintain delivery ticket records; classify purchase orders accurately.
- Issue Field Purchase Order number and update rental and material logs.
- Maintain accurate logs, including subcontractor activities, weather reports, deliveries, and meetings via ProCore.
- Procure office supplies, materials, and rental equipment as directed by the project team.
- Conduct cost comparisons by obtaining vendor quotes for materials and rentals.
- Ensure updated versions of site documentation are distributed to relevant teams.
- Assist with the preparation and submission of Owner Operations & Maintenance (O&M) manuals.
- Collaborate with the administrative assistant, when applicable, to enhance communication, prioritize tasks, and support on-site project consistency.
- Other duties which may be assigned as needed.
Education & Years of Experience
- Bachelors Degree in Business Administration or related field preferred.
- Minimum of 3-5 years administrative experience in construction or related industry strongly preferred.
Qualifications
- Ability to follow detailed instructions and adapt to changing priorities.
- Excellent organizational skills with strong attention to detail.
- Effective verbal and written communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
- Familiarity with project management software (e.g., ProCore) preferred.
- Knowledge of timekeeping and cost code best practices.
- Strong problem-solving abilities and a collaborative mindset.
- Commitment to confidentiality and data integrity.
Foundational Competencies
- Accountability: Accepting responsibility that results in anticipation/prevention of problem areas from actions, and problem solving inside and outside the department/organization.
- Customer Focus: Makes service to internal and external customers a priority; focuses on exceeding customer expectations, not just meeting them; recognizes and values all key stakeholders; applies and develops service excellence skills.
- Effective Communication: Listen for understanding and appreciation, encourages open feedback; presents clearly and effectively one on one, and in small and large group settings; considers the audience in preparing messages and in choosing the appropriate communication channels; creates and encourages open channels of communication.
- Execution/Empowerment: Demonstrates the ability to get results; manages competing demands in fast paced environment with effective results; identifies and creates contingency solutions to ensure timely execution.
- Learning & Development: Learning new skills and increasing capabilities a high priority; takes action to address development needs in self and others, if applicable; identifies gaps and learning opportunities to ensure complete technical job proficiency; takes responsibility for own development and skills improvement.
- Team: Collaborate and demonstrate respect for team members, partners and everyone with whom we do business; ensure open communication.
- Excellence: Strive for quality and safety; execute best in class work; creative and innovative; dedicated to continuous improvement.
- Service: Passionate about customer service to internal and external clients as well as to the community; creates superior value.
- Trust: High standards of ethics and personal accountability; transparency; credibility; fairness.
Environmental Factors and Physical Requirements
While performing the duties of this job, team members may be required to visit alternate locations, and therefore must have ordinary ambulatory skills sufficient to do so. This position requires the ability to stand, walk, stoop, kneel, crouch, and manipulate (lift, carry, move) light to medium weights of 10-50 pounds. Requires good hand-eye coordination, arm, hand, and finger dexterity, including ability to grasp, and visual acuity to use a keyboard, operate equipment and read application/form information. The team member is frequently required to sit, reach with hands and arms, talk, and hear.
Haskell will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990 and the Americans with Disabilities Act Amendments Act of 2008. The job description will be reviewed periodically as duties and responsibilities change with business necessity. Essential and marginal job functions are subject to modification.
Haskell is a Drug-Free Workplace, and an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, color, creed, religion, national origin, ancestry, citizenship status, age, sex or gender, gender identity or gender expression, sexual orientation, marital status, military service and veteran status, disability, genetic information, or any other characteristic protected by applicable federal, state, or local laws and ordinances.
