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Project Administrative Assistant
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Placement Club
Mill Valley, CA (In Person)
Full-Time
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Job Description
Project Administrative Assistant at Placement Club Project Administrative Assistant at Placement Club in Mill Valley, California Posted in 8 days ago.
Assist with processing vendor invoices, purchase orders, and subcontractor payment documentatio n.
Maintain organized accounting files and supporting financial record s.
Track invoice approvals and ensure timely routing for paymen t.
Assist with job cost reporting and project budget trackin g.
Coordinate vendor setup documentation, W-9 forms, insurance certificates, and compliance record s.
Support monthly financial reporting and reconciliation activitie s.
Assist with accounts payable and project accounting documentatio n. Payroll Supp ortProvide administrative support to the Payroll Manag er.
Collect, review, and organize employee timesheets for accuracy and completene ss.
Assist with certified payroll documentation for public works projec ts.
Coordinate payroll documentation for union and non-union employe es.
Maintain payroll records while ensuring confidentiali ty.
Assist with employee onboarding paperwork, payroll forms, direct deposit information, and employment documentati on.
Coordinate payroll-related inquiries between project staff and corporate payro ll.
Support prevailing wage compliance and labor reporting requiremen ts. Project Administra tionProvide administrative support to Project Managers, Project Engineers, and field supervis ion.
Prepare correspondence, reports, meeting minutes, and project documentat ion.
Maintain project files, contracts, RFIs, submittals, change orders, and document l ogs.
Assist with project closeout documentation and turnover packa ges.
Coordinate project meetings and maintain project calend ars.
Support document control activities using electronic filing syst ems. Office Administr ationManage incoming calls, visitors, and office communicat ions.
Order office supplies and coordinate office equip ment.
Arrange travel, meetings, and project ev ents.
Assist with onboarding new project emplo yees.
Maintain organized project office records and filing sys tems.
Support safety meetings by preparing attendance logs and documenta tion. Compliance & Documen tationMaintain confidential employee, payroll, and project inform ation.
Assist with certified payroll, labor compliance, and prevailing wage document ation.
Coordinate subcontractor compliance document ation.
Maintain insurance certificates, licenses, and project re cords.
Support internal and external audits by organizing requested document ation. Qualifi cationsAssociate's or Bachelor's degree in Business Administration, Accounting, Finance, Construction Management, or related field pre ferred.3+ years of administrative experience supporting accounting, payroll, or construction oper ations.
Experience in the construction industry strongly pre ferred.
Working knowledge of payroll processes, accounts payable, and project acco unting.
Experience with Microsoft Office Suite, particularly Excel.
Experience with construction software such as CMiC, Viewpoint, Procore, Sage, or similar ERP systems is pre ferred.
Strong organizational and time management skills.
Excellent written and verbal communication abi lities.
High degree of professionalism, discretion, and confident iality.
Ability to manage multiple priorities while maintaining exceptional attention to detail. Preferred Qualif icationsHeavy civil or commercial construction exp erience.
Public agency or infrastructure project exp erience.
Experience supporting certified payroll and prevailing wage p rojects.
Familiarity with union payroll adminis tration.
Experience supporting project accountin g teams. Core Com petenciesFinancial accuracyOrganization and planningPayroll and accountin g supportProfessional comm unicationConfid entialityCustome r serviceColl aborationI nitiativeAttention to detailProble m solving
Type:
full-timeJob Description:
Summary We are seeking a highly organized, detail-oriented, and dependable Project Administrative Assistant to provide administrative support to the Project Management team while serving as a key resource for the Accounting Manager and Payroll Manager. This position is responsible for assisting with daily project administration, payroll coordination, accounting support, document management, and office operations on a large-scale heavy civil infrastructure project. The ideal candidate possesses strong organizational skills, enjoys working with financial documentation, payroll records, and project teams, and thrives in a fast-paced construction environment where accuracy and confidentiality are essential . Essential Responsibiliti esAccounting Suppo rtProvide administrative support to the Accounting Manager with daily accounting operation s.Assist with processing vendor invoices, purchase orders, and subcontractor payment documentatio n.
Maintain organized accounting files and supporting financial record s.
Track invoice approvals and ensure timely routing for paymen t.
Assist with job cost reporting and project budget trackin g.
Coordinate vendor setup documentation, W-9 forms, insurance certificates, and compliance record s.
Support monthly financial reporting and reconciliation activitie s.
Assist with accounts payable and project accounting documentatio n. Payroll Supp ortProvide administrative support to the Payroll Manag er.
Collect, review, and organize employee timesheets for accuracy and completene ss.
Assist with certified payroll documentation for public works projec ts.
Coordinate payroll documentation for union and non-union employe es.
Maintain payroll records while ensuring confidentiali ty.
Assist with employee onboarding paperwork, payroll forms, direct deposit information, and employment documentati on.
Coordinate payroll-related inquiries between project staff and corporate payro ll.
Support prevailing wage compliance and labor reporting requiremen ts. Project Administra tionProvide administrative support to Project Managers, Project Engineers, and field supervis ion.
Prepare correspondence, reports, meeting minutes, and project documentat ion.
Maintain project files, contracts, RFIs, submittals, change orders, and document l ogs.
Assist with project closeout documentation and turnover packa ges.
Coordinate project meetings and maintain project calend ars.
Support document control activities using electronic filing syst ems. Office Administr ationManage incoming calls, visitors, and office communicat ions.
Order office supplies and coordinate office equip ment.
Arrange travel, meetings, and project ev ents.
Assist with onboarding new project emplo yees.
Maintain organized project office records and filing sys tems.
Support safety meetings by preparing attendance logs and documenta tion. Compliance & Documen tationMaintain confidential employee, payroll, and project inform ation.
Assist with certified payroll, labor compliance, and prevailing wage document ation.
Coordinate subcontractor compliance document ation.
Maintain insurance certificates, licenses, and project re cords.
Support internal and external audits by organizing requested document ation. Qualifi cationsAssociate's or Bachelor's degree in Business Administration, Accounting, Finance, Construction Management, or related field pre ferred.3+ years of administrative experience supporting accounting, payroll, or construction oper ations.
Experience in the construction industry strongly pre ferred.
Working knowledge of payroll processes, accounts payable, and project acco unting.
Experience with Microsoft Office Suite, particularly Excel.
Experience with construction software such as CMiC, Viewpoint, Procore, Sage, or similar ERP systems is pre ferred.
Strong organizational and time management skills.
Excellent written and verbal communication abi lities.
High degree of professionalism, discretion, and confident iality.
Ability to manage multiple priorities while maintaining exceptional attention to detail. Preferred Qualif icationsHeavy civil or commercial construction exp erience.
Public agency or infrastructure project exp erience.
Experience supporting certified payroll and prevailing wage p rojects.
Familiarity with union payroll adminis tration.
Experience supporting project accountin g teams. Core Com petenciesFinancial accuracyOrganization and planningPayroll and accountin g supportProfessional comm unicationConfid entialityCustome r serviceColl aborationI nitiativeAttention to detailProble m solving