Job Description

Job Title: Project Assistant

Reports to: Project Lead

Location: Emeryville, CA (Fully onsite)

Permanent Position

Pay Starting at $70,000k/yr with flexibility

Hours: 8am-5pm

Job Purpose

The Project Administrator plays a crucial role in supporting the project management team. They help set up projects by managing contracts, budgets, compliance, and subcontractors. Their focus is on demolition and excavation projects, where they handle various administrative tasks to keep things running smoothly and compliant with regulations. By coordinating these tasks, the Project Administrator ensures clear communication among stakeholders and helps projects stay on track to meet deadlines and budgets.

Responsibilities

The following reflects management's definition of the essential functions for this job: Reporting to the Senior Project Administrator, the Project Administrator's primary responsibilities include the following:

· Use company system to establish new project setup, encompassing tasks such as entering project and client details, establishing schedules of values, managing budgets, maintaining logs for billings, change orders, and subcontractors, and ensuring subcontractor compliance.

· Manage the creation, distribution, and upkeep of contract documents, including but not limited to insurance (wrap-ups), signed contracts, bonds, preliminaries, compliance documents, executed change orders, subcontracts, subcontractor change orders, recycling logs, etc.

· Effectively communicate and follow-up with Project Managers (PMs), regarding contract documents, pending change orders and other contract modifications, approvals, and any additional service related to billing in a timely manner.

· Utilize Clearstory software to price (T&M) change orders, collaborating with project managers to ensure logs are promptly updated and change orders are submitted to clients on schedule. Change orders are input into Vista for comprehensive tracking and generating vital contract reports.

· Utilize company accounting software such as Vista, pVault, etc., to manage vendor/subcontractor billings. Ensure timely client invoicing for lump sum and/or time and materials (T&M) contracts, including all applicable contract documents to ensure timely payment. Perform other duties as required to support the Accounting Department and follow the company's established accounting procedures.

· Maintain effective communication and follow-up with subcontractors to guarantee timely submission of invoices and compliance documents, like certified payroll, releases, insurance certificates, etc., for prompt payment. Collaborate with other departments to ensure accuracy and efficiency in this process.

· Maintain effective communication with clients, superintendents, management, and administrative staff. Work collaboratively within a team environment, fostering cooperation and teamwork.

· Prepare closeout documents for the client. Proactively pursue required documents from subcontractors.

Qualifications

· Proven working experience as a Project Administrator.

· Self-starter with the ability to work under pressure while meeting critical time frames on multiple tasks/projects.

· Solid organizational, interpersonal and time management skills.

· Perform critical thinking and work independently in the absence of supervision.

· Strong verbal and written communication skills.

· Ability to work collaboratively with diverse teams and lead by example when necessary.

· Attention to detail in relation to accuracy of database entries and quality control checks of documents.

· Proficiency in MS Office Suite; Word, Excel. Experience with HCSS, Vista, P-vault desired.

· Experience in the construction industry preferred.

· Commitment to continuous learning and improvement in project management practices. Willingness to adapt to new methodologies, tools, and best practices.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county , to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.

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