Certis




Project Assistant
California
Construction
Project Coordinator
Heavy Civil;Environmental
JN -062020-192

Certis Solutions is looking for a Project Assistant in Irvine, Ca.


The Project Assistant provides project and administrative support to facilitate the planning, coordinating, scheduling, and cost accounting of Federal/Private construction and environmental remediation contracts to ensure that goals/objectives of projects are accomplished within a prescribed time frame and funding parameters. Coordinate/perform administrative and logistical support services for a specific person or group (i.e. company executive, division, department, etc.).

 

Essential Duties and Responsibilities: (including but not limited to)

·        Serves as an assistant to operations and responds to requests for information and assistance as required by the management staff and other team members.

·        Provides administrative support services including word processing; creating and maintaining both electronic and hard copy files; supporting subcontractor procurements, invoicing and assisting in preparation of special materials for presentations and ensures that administrative needs for projects are met in a timely manner.  

·        Acts as a liaison between Project Manager/Project Staff and others, such as other departments, external contacts, clients, etc. May be required to arrange meetings, clarify and resolve problems, coordinate work, and maintain working relationships.

·        Manages, monitors, purchases, organizes, and maintains appropriate inventory level of office supplies. 

·        Drafts and edits letters, reports, memos, proposals, procedures, and other various weekly, monthly, quarterly, and annual job to date reports etc., as assigned by supervisor and other staff.

·        Assists with documentation completion and provides staff assistance on priority items and deliverables.

·        Interacts with the Human Resources Department assisting in the completion of employee documentation. Interfaces with Contracts Compliance Dept to ensure accurate contracts documentation and other support; coordinates with IT Dept to provide new hire equipment.

·        Prepare special reports, statistical analysis, etc. per supervisor's or assignees request

·        Assist with travel arrangements as needed.

·        Perform project related research, development and/or interpretation of data

·        Performs work with little supervision or instruction

·        Assist with process vendor/subcontractor invoices for payment by making comparisons to purchase order/subcontract, material receiving report to verify quantities, prices, payment terms, and freight charges

·        Review field crew time sheets for accurate project coding, labor categories, and time collection; process per diem based on contract accepted rates; and process and code weekly expense reports

·        Coordinate delivery requirements with vendor and supervisor. Interface with PMs, accounting and vendors to clarify invoice problems, prepare back charges, etc.

·        Oversee and/or process day-to-day administrative items (i.e., expense reports, supply requisitions, personnel transaction forms, timesheets/payroll, etc.) per supervisor's or assignees authorization

·        Act as a liaison between other departments and project staff, external contacts, clients, etc. May be required to arrange meetings, clarify and resolve problems, coordinate work, and maintain working relationships

·        Assist in document management of files.

·        Perform additional duties as assigned.


Minimum Qualifications:

All levels:

·        High School Diploma or equivalent

·        Proficient computer skills using Microsoft Office Suite including Word, Excel, and Outlook

·        Working knowledge of construction and environmental industries

·        Solid knowledge of general office procedures and equipment

·        Solid knowledge of converting paper data into a computerized form, keeping integrity intact

·        Working knowledge of bookkeeping tasks

·        Exceptional attention to detail with proven interpersonal skills

·        Strong organizational skills and the ability to independently prioritize workload and tasks to optimize production

   

Preferred Qualifications: 

·        Associates degree in Accounting, Business Administration or related discipline

·        Willingness to work occasional overtime

·        Experience with Federal contracting

 

Core Competencies:

·        Time Management - Ability to utilize the available time to organize and complete work within given deadlines.

·        Communication, Written - Ability to communicate in writing clearly and concisely.

·        Accountability - Ability to accept responsibility and account for his/her actions.

·        Detail Oriented - Ability to pay attention to the minute details of a project or task.

·        Experience working within a construction team environment and outsourced support teams.

·        Work requires willingness to work a flexible schedule.


Working Environment:

Generally, indoor office environment with frequent interruptions, often noisy, high paced atmosphere with tendencies of having an extremely heavy work load. While outdoors may be subject to site conditions, changes in temperature, weather conditions and noise levels.

 

Physical Demands (including but not limited to):

Frequent sitting for prolonged periods of time, using hands/fingers requiring dexterity and coordination to handle files and single pieces of paper, reaching with hands and arms for items above and below desk level, talking, hearing, and seeing (up close, at a distance, along the periphery, with depth perception, and the ability to adjust focus); walking from place to place within the office with occasional use of stairs and no elevator available; bending, pushing, pulling, and standing for up to 2 hours; occasional lifting of up to 25 pounds such as small office equipment, files, stacks of paper, reference and other materials.

Work is generally performed in an office setting with ability to speak and receive phone communications often. Work requires computer usage with strength, dexterity, coordination and visual acuity to use keyboard and video display terminal and other office equipment.


Essential Duties and Responsibilities: (including but not limited to)

·        Serves as an assistant to operations and responds to requests for information and assistance as required by the management staff and other team members.

·        Provides administrative support services including word processing; creating and maintaining both electronic and hard copy files; supporting subcontractor procurements, invoicing and assisting in preparation of special materials for presentations and ensures that administrative needs for projects are met in a timely manner.  

·        Acts as a liaison between Project Manager/Project Staff and others, such as other departments, external contacts, clients, etc. May be required to arrange meetings, clarify and resolve problems, coordinate work, and maintain working relationships.

·        Manages, monitors, purchases, organizes, and maintains appropriate inventory level of office supplies. 

·        Drafts and edits letters, reports, memos, proposals, procedures, and other various weekly, monthly, quarterly, and annual job to date reports etc., as assigned by supervisor and other staff.

·        Assists with documentation completion and provides staff assistance on priority items and deliverables.

·        Interacts with the Human Resources Department assisting in the completion of employee documentation. Interfaces with Contracts Compliance Dept to ensure accurate contracts documentation and other support; coordinates with IT Dept to provide new hire equipment.

·        Prepare special reports, statistical analysis, etc. per supervisor's or assignees request

·        Assist with travel arrangements as needed.

·        Perform project related research, development and/or interpretation of data

·        Performs work with little supervision or instruction

·        Assist with process vendor/subcontractor invoices for payment by making comparisons to purchase order/subcontract, material receiving report to verify quantities, prices, payment terms, and freight charges

·        Review field crew time sheets for accurate project coding, labor categories, and time collection; process per diem based on contract accepted rates; and process and code weekly expense reports

·        Coordinate delivery requirements with vendor and supervisor. Interface with PMs, accounting and vendors to clarify invoice problems, prepare back charges, etc.

·        Oversee and/or process day-to-day administrative items (i.e., expense reports, supply requisitions, personnel transaction forms, timesheets/payroll, etc.) per supervisor's or assignees authorization

·        Act as a liaison between other departments and project staff, external contacts, clients, etc. May be required to arrange meetings, clarify and resolve problems, coordinate work, and maintain working relationships

·        Assist in document management of files.

·        Perform additional duties as assigned.


See Job Description


High School Diploma or equivalent