Field Assistant

Job Description:

Ryan Companies is in need for a Field Assistant in Atlanta to provide administrative support to the Regional or Sector Field Coordinator and assigned Field team members. Possess a clear understanding of procedures and guidelines with an ability to initiate and manage standard tasks with little or no supervision. 

This position requires a propensity for: strong leadership, organizational and time management skills, strong verbal and written communication, as well as team building skills. Candidate must exhibit a professional and positive demeanor and possess healthy emotional intelligence with the ability to display tact, diplomacy, confidentiality, and influence across varying circumstances. 

This role is considered a safety sensitive position due to the varying conditions and exposure to hazards on jobsites. 

This individual reports directly to the Regional or Sector Field Coordinator and the Field Assistant Manager. Also supports Field team members within their assigned business unit.

Some things that you can expect to do:

• Assist with weekly Field payroll process; support time entry through AL Mobile, pre-processing time entry review, post-processing reporting, and tracking of accrued and used Field PTO.

• Order Field new hire technology, business cards and visa purchasing cards. Assign jobsite PPE, Safety Manual and Safety Data Sheets.

• Conduct new Field employee onboarding/coaching training, to include new hire paperwork, required compliance training completion, orientation/role-based training curriculums and system training on; company intranet navigation, cloud-based network file system, weekly time entry, visa purchase processing procedures, travel booking, expense/mileage reimbursements, etc. Maintain support for new Field team members and ensure completion of mandatory compliance training on an ongoing basis, for craft level team members.

• Field requests for new or updated technology needs.

• Create and maintain travel incentive and per diem records, job-specific compensation changes, new hire paperwork, personnel files, apprenticeship modifications, etc. Issue updated per diem reimbursement forms reflecting annual review rate changes.

• Retrieve monthly credit card statements for team and distribute. Train new Field employees and complete process for departed team members. Monitor team for timely completion and engage RFC as needed. Request, gain approval, and track spending limit increases as needed.

• Communicate with Unions about terminations, apprentice status and pay changes, school requirements, etc., where applicable.

• Prepare and distribute site specific safety manuals, hard hat stickers, and labor law posters. Include any state or municipality specific requirements. Update posters with State, Federal and Ryan required changes, as needed.

• Track Safety training requirements/certificates and schedule training, as needed, including Forklift, OSHA 10/30, First Aid, CPR, and AED certifications.

• Manage local Stormwater Management training requirements, schedule training, and track jobsite Stormwater Permits. Initiate and work with RFC on updates and changes to open permits and track in Procore tasks. Review monthly.

• Process and distribute notifications for Ryan’s 10-month warranty process. Regularly monitor and retrieve updates on status of 10-month process and see through to completion.

• Administer Field fleet vehicle records, license fees and registration renewal for regional vehicles. Order vehicle signage as needed. Maintain approved driver list and annual driver update/fleet maintenance processes.

• Assist region with Yard/Tool tracking, rental rates, and coordinate deliveries as needed. Varies by region.

• Assign prescription safety glasses benefit to eligible employees.

• Assign and inactivate daily safety questions for eligible employees.

• Manage Ryan owned AEDs and update tracking as project assignments change. Review safe operation indicators and readiness requirements are in order on a monthly basis. Order new devices, pads and batteries as needed.

• Plan and arrange all needs for annual safety banquet events. Support RFC with planning for date, venue, meal, awards, certificates, winning subcontractor, invitations, gifts, etc.

• Code and route department invoices in Nexus. Add new vendors within Vendor Onboarding application and request check payments through Check Request process, as needed.

• Manage regional milestone anniversary recognition including bonus program, medallion/certificate distribution, jacket recognition and luncheon.

• Assist the RFC with quarterly and/or monthly Field meetings; organize agenda, PowerPoint, meeting minutes, attendance, meals, etc. Other miscellaneous Field department activities as needed.

• Collect and route field mail as needed; coordinate messenger services and special delivery needs.

• Distribute updated policies and procedures to all field personnel when needed.

• Communicate clearly and act as a liaison for all interdepartmental inquiries.

• Supports and receives special assignments from the Field Assistant Manager.

• Perform other related administrative duties and responsibilities as required or assigned.

Job Requirements:

• Previous 2-3 years administrative experience required.

• Ability to support multiple managers.

• Ability to prioritize and communicate workload.

• Maintain confidentiality and display professionalism.

• Strong verbal, written and analytical skills required; very strong organizational skills.

• Strong knowledge of Microsoft Word, Excel, Outlook and PowerPoint.

• Ability to learn industry specific software programs including, but not limited to, Proliance, AL Mobile, Concur, CornerStone OnDemand, Box and WebEx.

• Thorough knowledge of construction terminology and processes.

Eligibility:

Position requires verification of employment to work in the U.S.

Benefits:

• Competitive Salary

• Medical, Dental and Vision Benefits

• Retirement and Savings Benefits

• Flexible Spending and Health Savings Accounts

• Life Insurance

• Short-Term and Long-Term Disability

• Educational Assistance

• Paid Time Off (PTO)

• Employee Assistance and Wellness Programs

• Parenting Benefits

• Employee Discount Programs

• Pet insurance

• Ryan Foundation – charitable matching funds

• Paid Time for Volunteer Events

Disclaimer: Eligibility may vary based on factors such as role, hours worked, employment status, length of service, location, and other considerations. Detailed information will be shared with eligible candidates during the hiring process, and the official terms and conditions will be outlined in each individual offer document.

Ryan Companies is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Notice to Candidates:

Please be advised that initial outreach regarding employment at Ryan Companies will only occur via email from the domain @ryancompanies.com email address. If you recieve communication from someone you believe is impersonating Ryan Companies, please report it to us at [email protected]

Non-Solicitation Notice to Recruitment Agencies:

Ryan Companies kindly requests that recruitment agencies and third-party recruiters do not submit unsolicited resumes or candidate information to any Ryan Companies employee or office. Ryan Companies will not be responsible for any fees or expenses associated with unsolicited submissions. If recruitment services are required, we will reach out directly to agencies on our approved vendor list. We appreciate your understanding and cooperation.