Construction Administrator

AppleOne - San Leandro, CA (30+ days ago)3.9

The Construction Admin. provides administrative and clerical support to the project team for the day to day activities on the project including: administration of subcontracts and all associated construction compliances, documents, and documentation; electronic processing of subcontractor and vendor invoices and payroll; job site safety; office management; and initiates and executes project start-up and close-out. In addition, the Project Assistant must meet all deadlines and adhere to company's Policy & Procedures standards.

  • Coordinate job site office set up, office and phone equipment, office supplies and vendor's services.
  • Responsible for promoting and coordinating sustainable practices with company's Sustainability department and project team.
  • Copy, scan, upload files, prepare binders, set up new vendors, and subcontractors.
  • Answer phones, greet visitors, order office and food supplies, maintain office and housekeeping of kitchen, mail area, conference room(s) and lobby.
  • Distribute incoming mail/ packages and prepare outgoing packages; US Mail, GSO, Fed Ex, UPS, Plan/Drawings Services and couriers.
  • Responsible for the Project Accounting process within specified time lines where Sr. Project Assistant or Project Accountant is not assigned to project:
  • Review, prepare, and maintain subcontract files, Purchase Orders, Subcontracts, Change Orders, Preliminary Notices, Lien Waivers, and Certificates of Insurance.
  • Work closely with Subcontractors to collect monthly progress billings and compliances
  • Onsite, electronic processing of Subcontractor and Vendor invoices.
  • Review, scan and upload all required construction compliances and documents
  • Process new hire field and transfer employees and coordinate field lay off paperwork.
  • Enter and verify field payroll for project field and salary each week.
  • Promote safety during the performance of all daily project responsibilities.
  • Ensure completion for all assigned training courses for employees and provide documentation for injured workers.
  • Assist project team with project close out tasks including subcontractors and vendors close out, office de-mobilization and move out and archiving project documents, inclusive of all documentation required. and in accordance with company's Policy & Procedures.
  • Other duties and tasks as requested by Project Manager.
  • Strong computer skills with the ability to use MS Office with proficiency (Word, Excel, Outlook). Knowledge of Adobe Acrobat and Reader.
  • Experience using Construction software (CMIC, JD Edwards, Prolog)
  • Adept in learning new software quickly and able to navigate and use to review, track, and upload various documents.
  • Minimum 2 year degree or related work experience equivalent.
  • Three to five years experienced working in the construction industry.
  • Three to five years in Accounts Payable: Vendor and Subcontractor invoice processing
  • Previous experience in the public sector: Certified Payroll, Prevailing Wage (Davis Bacon Act) and ARRA.
  • Understanding and familiar with Mechanics Lien Laws.