Career Opportunities

Executive Administrative Assistant

Hulbert Engineering and Land Surveying, DPC is currently looking for a full-time Executive Administrative Assistant. This position will provide direct support to the President and overall company support. The candidate must provide the highest level of professionalism; using discretion and maintaining confidentiality while performing sensitive administrative and support tasks. Candidate must possess a strong administrative background, excellent communication skills, and be a self-starter who works effectively and is able to multi-task. The individual must possess excellent organizational and calendar management skills.

Responsibilities:

  • Maintain and coordinate the President’s active projects and task lists to ensure goals are met on schedule.
  • Manage and maintain the President’s time and expense reporting. Prepare and submit the President’s timesheets to the Financial Manager.
  • Maintain the President’s meeting calendar, daily calendar and schedule and ensures the President’s schedule is followed and respected.
  • Maintain, organize, prioritize, reply to, and archive all incoming and outgoing correspondence for the President.
  • Maintain Continuing Education documents and spreadsheets for the President. Ensure that Professional Development requirements are met, and professional licenses, certifications, and memberships are renewed.
  • Make travel arrangements and reservation for the President and Vice President, visiting guest, and clients.
  • Prepare transmittal letters, meeting agendas, meeting minutes, project addendum transmittals, general project correspondence, and complete office transmittals for the President.
  • Proofread letters, check figures, and documents for accuracy.
  • Perform administrative support tasks, such as transcribing handwritten information, calculations, file reports and other documents.
  • Organize weekly, monthly, quarterly company meetings as well as company holiday functions.
  • Scan and electronically file meeting notes, company records, and archivable documents.
  • Produce company P/L statements and budgets in coordination with the President and Financial Manager.
  • Record and maintain Corporate Resolutions, By-Laws, and Purchase Agreements.
  • Set up and maintain physical inventory lists.
  • Maintain SAM.Gov renewals and updates.
  • Organize the files and folders located on the M, H, and Q network drives.
  • Create and maintain company training and standards manuals (CAD Standards Manual, Employee Manual, Design Manual, Survey Manual, Construction Manual).
  • Update/maintain company project standard documents.
  • Create/maintain company policies and procedures.
  • Perform HR tasks such as, parking coordination, benefits (health & life insurance) and direct deposit set up.
  • Create/maintain HR forms and documents as needed.
  • New personnel recruitment, interview scheduling, paperwork processing.
  • Review health insurance options and act as a liaison to facilitate annual enrollment.
  • Review company insurance policies and endorsements.
  • Act as a liaison between personnel and insurance carriers in the resolution of Worker’s Compensation and/or other insurance claims.
  • Completes all tasks, duties and additional work as requested.

Education and Experience

  • Associate degree and 5+ years of experience in business administration working with senior-level executives is required. Bachelor’s degree preferred.
  • Preference will be given to candidates who possess a current NYS notary license.
  • Must have exceptional organizational skills, be able to prioritize and handle multiple tasks, think independently, maintain confidentiality, use discretion, be able to handle time sensitive projects and adapt to changes quickly.
  • Demonstrated ability to meet multiple project deadlines.
  • Excellent attention to detail and written and verbal communication skills are essential.
  • Experience with office administration, time management, and planning.
  • Ability to make independent decisions regarding planning, organizing and scheduling work.
  • Proficient in Microsoft Office products (Outlook, Word, Excel, Publisher, PowerPoint) and Adobe Acrobat.
  • Able to work individually as well as part of a team.

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Construction Project Manager

Hulbert Engineering and Land Surveying, DPC has an immediate opening for a Construction Project Manager.  Candidate must have a thorough understanding of construction codes and OSHA safety requirements and the ability to read and understand drawings and relevant contract documents. Candidate must also possess a working knowledge of all sub trades, coordination, and cost estimating.  Must have excellent written and verbal communication skills, establish and maintain effective working relationships with employees, managers, subcontractors, and clients, possess excellent analytical and problem-solving skills; and be proactive to avoid and resolve project issues or conflicts.

Job duties and responsibilities entail, but are not limited to the following:

  • Schedule the project in logical steps and budget time required to meet deadlines.
  • Determine labor requirements and dispatch workers to construction sites.
  • Inspect and review projects to monitor compliance with building and safety codes, and other regulations.
  • Interpret and explain plans and contract terms to administrative staff, workers, and clients, representing the owner or developer.
  • Prepare contracts and negotiate revisions, changes and additions to contractual agreements with architects, consultants, clients, suppliers and subcontractors.
  • Obtain all necessary permits and licenses.
  • Direct and supervise workers.
  • Review job specifications to determine appropriate construction methods.
  • Select, contract, and oversee workers who complete specific pieces of the project.
  • Monitor and expedite supplies and materials to complete construction projects.
  • Prepare and submit budget estimates and progress and cost tracking reports.
  • Develop and implement quality control programs.
  • Take actions to deal with the results of delays, bad weather, or emergencies at construction site.
  • Confer with supervisory personnel, owners, contractors, and design professionals to discuss and resolve matters such as work procedures, complaints, and construction problems.
  • Plan, organize, and direct activities concerned with the construction and maintenance of structures, facilities, and systems.
  • Investigate damage, accidents, or delays at construction sites, to ensure that proper procedures are being carried out.
  • Evaluate construction methods and determine cost-effectiveness of plans.
  • Manage multiple projects and work various shifts.
  • Candidate must have a minimum of five years Construction Project Management experience and a bachelor’s degree in Civil Engineering. Candidate with NYS P.E. license or E.I.T. Certification is preferred. Proficiency in use of computer software programs such as MS Excel, Word, and Outlook, and Project Management software. Candidate should be a self-starting, detail-oriented individual with organizational and interpersonal skills and possess a strong sense of urgency and self-initiative to meet client deadlines.

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