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Surveying Administrative Coordinator
Surveying Administrative CoordinatorSAMES, Inc • McAllen, Texas, United States
Surveying Administrative Coordinator

Surveying Administrative Coordinator

SAMES, Inc • McAllen, Texas, United States
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Position Summary :

The Administrative Coordinator will work closely with the Department Manager, Project Managers, Accounting Department and Director. He / She will be responsible for the daily, weekly and monthly tasks required to support the effective operations of the surveying department. The Administrative Coordinator will require the ability to multi-task between task and deadlines to ensure department standard procedures are followed to meet client and company expectations.

Position Duties and Responsibilities :

New Contracts :

  • Print and obtain signatures as required for contracts from Principals.
  • Maintain active communication with client during contract execution phase.
  • Process new contracts, work authorizations and contract amendments through new contract processing (smartsheets).
  • Create project hardcopy folder with printed labels and provide to project surveyor / manager.
  • Provide General Liability Certification and Certificate of Insurance to client (as requested).
  • Obtain copy of fully executed contract.
  • Calendar contract termination date.

Existing Projects :

  • Maintain project folder with the contract documents, invoices, submittals, correspondence, and other project related information.
  • Maintain project folder on server and ensure compliance to Electronic Folder SOP.
  • Maintain organized project files in file room.
  • Prepare deliverable package to client.
  • Print copies of plats, metes and bounds etc.
  • Create letter of transmittal.
  • Ensure full deliverable package is scanned and saved in server folder.
  • Scan delivered / picked up (signed) letter of transmittals and save to serve.
  • Secure hard copies into project folder.
  • Prepare project invoices as required by project manager and process through smartsheets by the 10th day of the following month.
  • Submit approved subcontractor / vendor invoices through smartsheets by the 10th monthly.
  • Ensure project Invoice folder includes Project Invoice, Quickbook Invoice and Quickbook Paid Invoice.
  • Prepare weekly and monthly invoices for Texas Gas.
  • Request hours in tsheets per tasks.
  • Request Quickbook invoices.
  • Review for accuracy.
  • Obtain / attach to invoice associated deliverable.

    • Reporting :

  • Maintain 3 Month Projects Report with contract balance, submitted invoices, vendor invoices and non-billable invoices updates. Due to Director on 5th and 15th monthly.
  • Calculate Department Projects for two months ahead to be submitted Monthly.
  • Become knowledgeable of survey project status for reporting at Director monthly Accounts Receivable (AR) meeting.

    • Proposals :

  • Prepare proposal folder in Business Development folder.
  • Save proposal request email as a PDF in folder.
  • Assist with development of research (property deed information, utilities) for proposals of surveying projects and construction staking projects.
  • Maintain proposal folders (surveying) and tracking log (survey).
  • Set up preliminary proposal with template, proposed hours and cost estimate.
  • Provide to Survey Manager for QA / QC.
  • Send to Survey Manager for approval.
  • Send to client.
  • Follow up on status of submitted proposals.
  • Maintain log of awarded / not awarded projects.
  • File submitted proposals (monthly).
  • Ensure that all company policies and procedures are adhered to by you.
  • All other duties assigned by management.
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    Administrative Coordinator • McAllen, Texas, United States

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