JOB SUMMARY

Responsible for providing administrative and project support for America's Foodservice Installations (AFI), a division of DON's commercial equipment business. Coordinates scheduling, billing, payroll administration, compliance reporting, project documentation, and office operations to support installation projects and daily business activities. Partners with project managers, installers, warehouse personnel, accounting, compliance, and leadership to maintain project records, process payroll and invoicing, coordinate communications, and ensure projects progress efficiently, accurately, and on schedule.

ESSENTIAL DUTIES

Coordinate project administration activities from project initiation through closeout, including schedules, milestones, deliverables, documentation, and project communications. Maintain project schedules, installation calendars, equipment delivery updates, labor coordination records, and project tracking systems. Organize and maintain project files and records, including contracts, change orders, permits, certificates of insurance, lien documentation, vendor forms, purchasing records, and billing files. Prepare and distribute project correspondence, meeting agendas, meeting notes, project status reports, and other project-related communications. Coordinate vendor, subcontractor, supplier, and installer administration activities, including RFQs, scopes of work, onboarding documentation, equipment rentals, and required project documentation. Track project deliverables, equipment shipments, vendor responses, compliance documentation, and outstanding action items. Process and maintain purchase orders, invoices, payment tracking, lien releases, accounts receivable records, and other project billing documentation. Support project costing activities by compiling labor, travel, rental, subcontractor, equipment, and project expense data for reporting and analysis. Administer payroll processes, including timekeeping review, discrepancy resolution, payroll documentation, and payroll reporting activities. Prepare and maintain prevailing wage, Davis-Bacon, certified payroll, and other compliance-related records and reporting requirements. Review and process employee expense reports, reimbursement requests, travel expenses, and supporting documentation in accordance with company policies. Coordinate travel, lodging, and related logistics for installers, project teams, and operational personnel. Maintain office records, manage office communications, route inquiries, and provide administrative support to leadership and field personnel. Support operational meetings, project calls, communication initiatives, training notifications, and other administrative or project support activities as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

Required:

High School Diploma or GED required. One (1) year of experience in project coordination, administrative support, construction administration, or a related role. Strong organizational skills with the ability to manage multiple tasks and deadlines. Effective written and verbal communication skills. Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and ability to learn internal systems such as AutoQuotes, SAP, or similar tools. Attention to detail and accuracy in documentation and data entry. Ability to work collaboratively in a fast-paced, team-oriented environment.

Preferred:

Prior experience supporting construction or installation projects in the food service industry or related field. Experience with T Sheets, Smartsheet, Concur, DocuSign, and project tracking tools.

Proficiency in MS Office apps:

Word, Excel. Experience supporting billing, accounts receivable, compliance reporting, prevailing wage timekeeping and project costing functions.

EDUCATION

High school diploma or General Education Diploma (GED) Required Associate or bachelor's degree in business, Construction Management, Project Management, or a related field

EXPERIENCE

One (1) year of experience in project coordination, administrative support, construction administration, or a related role. Knowledge of payroll processing, invoicing, billing, project administration, and compliance reporting. Previous experience maintaining accurate records, including payroll records, invoices and other project files Required. Experience supporting billing, accounts receivable, compliance reporting, prevailing wage administration and project costing functions a plus. Experience with ADP, T Sheets, Smartsheet, Concur, Docusign, and project tracking tools Preferred.

SKILLS AND ABILITIES

Proficiency in Microsoft Office applications and the ability to learn and utilize project tracking, ERP, and business systems. Strong administrative, organizational and project coordination skills, with the ability to manage multiple tasks and deadlines. Strong attention to detail and the ability to handle confidential business, payroll, personnel, and financial information professionally. Effective written and verbal communication skills and the ability to communicate effectively with diverse customers, vendors, subcontractors, coworkers, and leaders.

PHYSICAL DEMANDS

Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of this job. Occasional lifting of office supplies and materials up to 25 pounds. Office environment with frequent interaction with project managers, installers, vendors, customers, warehouse personnel, and operational leadership.