Administrative Assistant/Project Coordinator

Waukesha, WI

Posted: 01/16/2023 Employment Type: Direct Hire Industry: Construction Management

Job Description

I am looking to fill an Administrative Assistant / Project Coordinator position for a great client of ours in the Waukesha, WI area. This is a great opportunity to get your foot in the door with a well-established organization that provides competitive pay, great benefits and a laid back fun environment. The ideal candidate will possess experience in three areas; Project Coordination, Accounting and Administrative. Construction experience is highly preferred but not a required.




  • Invoice and Job Costing in SAGE (Accounting Software)
  • Running Weekly Rental Reports in Tool Watch (Asset tracking software)
  • Weekly AP Check Runs including AP Lien Waivers
  • Credit Card Reconciliation
  • Month End Reporting
  • 1099’s Tax Prep
  • Sales and Use Tax Quarterly
  • Minority / DBE / Material Tracking
  • Owner Direct PO’s Tax-Exempt Certs S-211
  • W9’s for Suppliers/Vendors
  • Monthly Sales Analysis / Reports (EXCEL)
  • Credit Applications
  • Expense Reports
  • Other Accounts Payable duties

Project Coordination:

  • Bid/Project Support for PM’s
  • Running Weekly PM Meeting
  • Downloading Plans (PLANGRID)
  • Printing Plans
  • Maintain Bidding Spread Sheet / Man Power (EXCEL)
  • Updating Bidding Folders with Addendums and Clarifications
  • Assigning Job numbers
  • Certificate of Insurance (COI)
  • Bid Form / Bond Processing (Performance & Payment, and Bid Bonds)
  • Prequalification Processing
  • Electronic Filing
  • OCIP / IPIP Insurance (Owner Controlled)
  • Project Close Out / Warranties

Other Administrative Tasks:

  • Answering Phones
  • Event Coordination
  • Marketing / Company Ads / Website / Newsletter / AGC
  • Phone Maint and Distribution / Mobile and Office
  • Office Equipment (Plotter / Scanner / Mail Machine)
  • Office Vendors Point of Contact (Negotiate Contracts)
  • Mail, UPS, Fed Ex (Deliveries) Incoming & Outgoing
  • Handling of office supplies / (Checking Stock & Ordering)
  • Travel Arrangements / I-Pass
  • Backup for Payroll and other AR Duties
  • Notary Public Duties (Optional)
  • Other Misc. Administrative Duties

Meet Your Recruiter

Mark Gawronski, CPC
Senior Employment Consultant

Hired in 2013, Mark Gawronski serves as a Senior Employment Consultant for AllianceStaff. Mark started his career in recruiting immediately following his college career at UW-Whitewater where he graduated with his Bachelor’s Degree in Journalism Advertising and participated on their nationally ranked football team. He is a high energy leader with a skill to connect and build relationships. His ultimate goal is to develop more of a partnership, where he is an extension to the search, both on the company and candidate side. Mark is CPC certified by the National Association of Personnel Services and also participates on the Board of Directors for our state association, Recruiters of Wisconsin.

Mark is a family man and loves spending quality time with his wife and two kids. In his free time, Mark enjoys playing golf, following his favorite sports teams (The Green Bay Packers and the Whitewater Warhawks) and doing DIY projects. 

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