JP Cullen is seeking an Administrative Assistant with a can-do attitude to join our Madison Office to support the Estimating and Project Management Team. This is an important, impactful position with great responsibility for helping JP Cullen procure new construction projects and you will have opportunity for growth. The ideal candidate will have strong skills in the Microsoft Suite Package,
especially Excel, Word, Powerpoint, and Outlook. This position will work out of our Madison office.

Primary responsibilities include:

• Creating Excel spreadsheets for data and comparisons
• Setting up bid forms in Excel
• Publishing meeting agendas and minutes
• Updating data and setting up new estimates in multiple estimating software programs
• Assisting in printing, meeting minutes, photo management
• Contacting sub-contractors via phone and email to confirm bid dates
• Preparing presentations and reports using Powerpoint and other programs
• Assist in acquiring responses from the owner, architect, suppliers, or subcontractors as directed
by the project team
• Writing, updating, and submitting contracts and sub-contract agreements
• Establishing and maintaining databases for project records and correspondence
• Filing/Scanning
• Construction related duties including posting plans and ordering materials for the field
• Arrange meeting and travel plans
• Additional duties as directed by Estimating Manager, Project Managers and/or Division Manager

Qualifications Desired:

• Proficiency in Microsoft Office (Excel, Word, Powerpoint, and Outlook etc) and ability to quickly learn other software programs (specifically MC2 Estimating Program and ECMS Job Cost accounting).
• Must be customer service focused and have excellent verbal and communication skills
• Ideal candidate is organized, detail oriented, independent, assertive, able to multi-task, manages time effectively, and works well under pressure and/or deadlines
• No need for understanding of construction industry terminology and procedures. We can teach those if you are willing to learn
• High School Diploma is required and at least one year of office experience is required

Works with the crews. Tasks could include layout, lift drawings, getting materials for the crew, updating plans, etc. Assists and leads the project crews in all aspects of Process Improvement, which includes the Seven Elements.

Major responsibilities include:

• Ensure that the intent of JP Cullen policies, procedures and quality standards is followed in accordance with our Quality Management System.

• As needed, participate in presentations.

• Analyze the information for accuracy before updating the schedule, update, and distribute it. With the target/updated schedule, monitor JP Cullen and subcontractor performance to ensure there is alignment with their Any conflicts need to be addressed to the Superintendent.

• Perform analysis of construction methods (crane reaches, form work design, erosion control, and grading modifications).

• Produce miscellaneous sketches and drawings as required to show field conditions to the architect, clarify plan details for craft persons (e.g. lift drawing), proposing alternate details.

• Organize and schedule pre-installation meetings for any subcontractor with on-site labor. Prepare meeting agendas and ensure attendance by all parties. Conduct pre-install meetings.

• Verify quality and compliance of installation with specifications and drawings for all work (subcontracted or by JP Cullen).

• Participate and prepare minutes for weekly Coordination and Foreman Meetings.

• Organize and ensure timely submission of shop Review for compliance with project specifications and drawings and ensure ease of installation.

• Field verifies dimensions as requested by the Superintendent for his approval.

• Prepare and monitor written delivery schedule log. Inspect shipments of all deliveries as directed by the Superintendent.

• Visit suppliers as directed by the Superintendent (at least one month ahead of delivery).

• Perform inspections of stored material to approve payments to subcontractors.

• Expedite replacement materials for shortages, misfabrications, and design errors.

• Produce, track, and expedite signatures and forward to the Project Manager, “extra work orders,” for back charges for subcontractors and for change order work authorized by architect or owner.

• Keep “as-built” drawings up to date to incorporate field changes to the plans.

• Project closeout – expedite punchlist, track and verify that items on the punchlist are being completed.

• Process and expedite answers to RFI’s generated from the field. Once answered, take to closure by distributing information and following through to ensure correct incorporation of answers.

• Participate in presentations as needed.

• Participate in weekly coordination meetings, superintendent meetings, daily crew huddles and foreman meetings.

• Participate in and contribute to Operation Planning Process.

• Capable of providing Process Improvement assistance to crews.

• Perform additional duties as directed by supervisor.

Qualifications

• Four-year engineering degree related to construction or equivalent technical training and related experience, or a minimum of four years of construction site experience.

• Excellent communication and interpersonal skills.

Works with the crews. Tasks could include layout, lift drawings, getting materials for the crew, updating plans, etc. Assists and leads the project crews in all aspects of Process Improvement, which includes the Seven Elements.

Major responsibilities include:

• Ensure that the intent of JP Cullen policies, procedures and quality standards is followed in accordance with our Quality Management System.

• As needed, participate in presentations.

• Analyze the information for accuracy before updating the schedule, update, and distribute it. With the target/updated schedule, monitor JP Cullen and subcontractor performance to ensure there is alignment with their Any conflicts need to be addressed to the Superintendent.

• Perform analysis of construction methods (crane reaches, form work design, erosion control, and grading modifications).

• Produce miscellaneous sketches and drawings as required to show field conditions to the architect, clarify plan details for craft persons (e.g. lift drawing), proposing alternate details.

• Organize and schedule pre-installation meetings for any subcontractor with on-site labor. Prepare meeting agendas and ensure attendance by all parties. Conduct pre-install meetings.

• Verify quality and compliance of installation with specifications and drawings for all work (subcontracted or by JP Cullen).

• Participate and prepare minutes for weekly Coordination and Foreman Meetings.

• Organize and ensure timely submission of shop Review for compliance with project specifications and drawings and ensure ease of installation.

• Field verifies dimensions as requested by the Superintendent for his approval.

• Prepare and monitor written delivery schedule log. Inspect shipments of all deliveries as directed by the Superintendent.

• Visit suppliers as directed by the Superintendent (at least one month ahead of delivery).

• Perform inspections of stored material to approve payments to subcontractors.

• Expedite replacement materials for shortages, misfabrications, and design errors.

• Produce, track, and expedite signatures and forward to the Project Manager, “extra work orders,” for back charges for subcontractors and for change order work authorized by architect or owner.

• Keep “as-built” drawings up to date to incorporate field changes to the plans.

• Project closeout – expedite punchlist, track and verify that items on the punchlist are being completed.

• Process and expedite answers to RFI’s generated from the field. Once answered, take to closure by distributing information and following through to ensure correct incorporation of answers.

• Participate in presentations as needed.

• Participate in weekly coordination meetings, superintendent meetings, daily crew huddles and foreman meetings.

• Participate in and contribute to Operation Planning Process.

• Capable of providing Process Improvement assistance to crews.

• Perform additional duties as directed by supervisor.

Qualifications

• Four-year engineering degree related to construction or equivalent technical training and related experience, or a minimum of four years of construction site experience.

• Excellent communication and interpersonal skills.

We have a reputation of offering a strong internship and co-op experience to Engineering and Construction Management Students. We believe our interns and co-ops should be offered an experience as true to real life as we can make it.

Major responsibilities include:

• Shop Drawings – expedite, review, and coordinate shop drawings and submittals for projects under construction.

• Drawing Updates – incorporate revisions to contract documents as necessary to keep jobsite or office copies “up to date”. This will involve “posting” of construction change bulletins on blueprints and in specifications.
• RFIs (Requests for Information) – evaluate problems in the field, or discrepancies and problems with the drawings. You would determine the cause of the problem, document it, produce sketches for clarification, and submit RFI’s to the designer.  Then follow through to make sure the issue is resolved and the answer gets to the field to not delay construction.
• Change Orders – You may assist in organizing and estimating change order work for projects under construction. This will include contacting subcontractors to get their pricing, estimating quantities for Cullen’s work, comparing changed work to original takeoff, and helping the Project Manager put together a complete cost proposal.
• Scheduling – Using Primavera’s P3 scheduling program, you may be assigned to update, print, and distribute schedules for project. This would involve direct conversation with the responsible superintendent and with subcontractors for data input.
• Drawing – produce miscellaneous sketches and drawings as requested by the Project Manager or Superintendent. These may include formwork, embed locations, miscellaneous metal items, site layouts, etc.  Drawings are usually done for the field and are intended to translate difficult drawing information into something the field can use to build.  May be done with paper and pencil or with a CAD program.

• Project Closeout – prepare project closeout documents, which will include updating “as-built” information on the contract drawings and organization of record documents and warranties. You will expedite warranty and O&M manual submission from subcontractors.
• Deliveries – You may be procuring materials for the project. With direction from the PM or Superintendent, you would set up a log, prepare a delivery schedule, find problems, visit suppliers, track shipments, check materials, and make sure they are labeled and stored properly.
• Monitoring Subcontractors – You may work with subcontractors to monitor their work, ensure they will make their schedules, monitor their manpower, and monitor/inspect the quality of their work and compliance with specifications and drawings.
• Coordination Meetings – prepare agendas for and participate in weekly jobsite meetings where schedule is discussed in detail, and subcontractors coordinate their work. You would produce minutes from those meetings, and follow up that subs meet their commitments.
• Backcharge Tickets and Extra Work tickets – You may prepare summaries of labor and material costs for backcharge or extra work, provide appropriate explanation and get agreement and signatures from subcontractors and owners.