Intern -- Office Assistant

Job Title: Intern – Project Management

Reports to: Vice President of Construction

Full-time or Part-time: Part-time

FLSA Status: Non-Exempt

Created: September 2017

Marrillia Design and Construction is seeking an individual to fill an opening for a part-time office intern. As a General Contractor that manages construction projects all over Kentucky in a variety of different markets, Marrillia interns are exposed to a large array of construction office activities. The potential candidate should be prepared to work 20 hours plus per week with no offer of benefits based on part-time status. A candidate with an interest in business and accounting or communications is preferred, but not mandatory. The duties include, but are not limited to the following:

·         Answer and direct all incoming calls, take written messages and transfer calls.  Respond to general questions from clients, general accounts payable questions, take written messages and transfer calls.

·         Open, sort and file mail and packages on a daily basis. Verify that pay applications are completely filled out before filing.

·         Maintain and update Project Subcontractor Payment Spreadsheet.

·         Two-hole punch and file all contract documents, owner payment applications and other project specific documents such as LOIs, Subcontracts and subcontractor specific documents. Mail copies of LOIs and Subcontracts to Subcontractors.

·         Deposit checks at Traditional Bank and Central Bank

·         Mail Owner payment application copies, submittals and shop drawings to architects.

·         Create project file folders for new jobs.

·         Maintain current Marrillia Project List.

·         Provide other administrative assistance to the Company President, Vice President of Construction, Director of Administrative Operations, Marketing and Client Relations Coordinator, Director of Site Operations and on, an as-needed basis, to the project and site managers.

·         Collect and file W9 forms, current General Liability and Workers’ Comp Certificates of Insurance for all subcontractors and vendors performing work on Marrillia projects.

·         Assist with quarterly reports, yearly audits and tax reports. (For example: 1099 filing, Workers’ Comp audit, Builder’s Risk reporting, General Liability audit).

·         Assist with coordinating holiday and marketing mailings.

·         File Certified Payroll Reports.

Perform regular office property maintenance and “up keep” including, but not limited to, the following:

·         Change HVAC filters once a quarter and perform or coordinate any additional office maintenance.

·         Take out office recycling and garbage regularly and set out recycling and garbage bins every Wednesday evening and bring in Thursday morning.

·         Cut grass and weed-eat regularly.

·         Dust exposed steel structures.

·         Vacuum

·         Other cleaning tasks as required to supplement our bi-weekly regular office cleaning.