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Project Engineer (Field Office Administration)
Career Insights for Project / Program Administrative Assistant
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Scorecard
Based on California data
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What they do
A Project or Program Administrative Assistant provides administrative assistance to a program team or project management team. Organizes files and assists with record keeping and data base management. Manages team calendars and helps to organize meetings and events. Provides administrative support for program activities, financial reports and budgets, grants or project proposals; may help to arrange travel.
$65,455 / year median in California
-4% projected decline
Job Description
Location:
Mammoth Lakes, CA Employment Type:
Full-Time Job Summary:
Assist the Project Manager with daily administrative duties, including project documentation, correspondence, scheduling coordination, tracking deliverables, and maintaining accurate project records. The ideal candidate is highly organized, detail-driven, and experienced in construction documentation.Key Responsibilities:
- Assist Project Manager in managing varies field documentation.
- Track and log document flow between the field, subcontractors, project managers, inspectors, and client representatives
- Assist with processing and tracking submittals, approvals, and project deliverables
- Prepare and maintain project logs, including RFI logs, submittal logs, change order tracking, and inspection records
- Assist in preparing pay applications by organizing supporting documentation and verifying quantities
- Coordinate with project management, office, and field staff to ensure required documentation is complete and submitted timely
- Maintain accurate project files and ensure records are organized, current, and audit-ready
- Support project closeout activities, including compilation of as-built records, warranties, certifications, and final documentation
- Assist with preparation of project reports and documentation required by owners, agencies, and funding partners Federal Highway (FHWA)
Reporting & Documentation Responsibilities:
- Support documentation requirements for federally funded highway and transportation projects
- Assist with maintaining FHWA project records, reporting documentation, and required project files
- Compile and organize documentation required for agency reviews, project audits, and owner reporting
- Track project milestones, submittal status, and documentation deadlines
- Assist project management with preparation of reports required by state and federal agencies
Qualifications:
- Strong understanding of construction documentation processes and project workflows
- Proficiency in Microsoft Office Suite (Excel, Word, Outlook)
- Excellent organizational skills with strong attention to detail
- Ability to manage multiple priorities and meet deadlines in a fast-paced construction environment
Work Environment:
- Based in a field office at an active construction site
- Regular interaction with project managers, field personnel, inspectors, engineers, and agency representatives
- Out of town accommodations will be provided.