Project Administrative Assistant - 3551

Project Administrative Assistant - 3551 Project Partners - 5.0 Chino, CA Job Details Full-time $38 - $45 an hour 1 day ago Benefits Profit sharing Health insurance Dental insurance 401(k) Paid time off Qualifications Project team coordination Meeting minutes Project reporting Construction project reporting Accounting systems Record keeping Microsoft Excel Microsoft Access 5 years Enterprise software Filing Purchase order management Invoice payment processing Driver's License Construction budget management Construction document control Data entry Organizational skills Microsoft Teams Contracts Payroll Purchasing Construction administrative experience Productivity software Appointment scheduling Proofreading Construction documentation SAP ERP Senior level Construction project closeout Construction change order management Construction project budgeting Technical Proficiency ProCore Full Job Description The Project Administrative Assistant selected for this opportunity will gain key public sector experience that can effectively position you to pursue and obtain key, sought-after public sector jobs. We are looking for a Project Administrator that has 5+ years of experience in providing administrative duties while assisting project engineers for projects under design and in construction. The position will be hybrid (on-site and remote) and full-time (approximately 40 hours per week) in the Chino area. As a Project Administrative Assistant, your duties and responsibilities will include, but are not limited to: Support construction teams by entering and maintaining project data in departmental databases and spreadsheets. Collect construction-related materials and technical information to prepare project documents, submittals, and reports. Track project progress, task status, and deliverables to help ensure deadlines and construction schedules are met. Prepare, distribute, and follow up on project correspondence, transmittals, and documentation to internal staff, contractors, and stakeholders. Utilize project documentation systems (e.g., Procore, e-Builder, or similar) to upload, track, and manage drawings, RFIs, submittals, change orders, and other construction records. Review contractor and vendor invoices for accuracy, code costs to the appropriate project accounts, and route for approvals. Process purchase requisitions, purchase orders, check requests, and invoices in accordance with project requirements. Input cost and budget data into SAP (or other accounting systems) and generate project budget status reports. Maintain well-organized project files and records, including drawings, specifications, RFIs, and change orders. Coordinate and schedule project meetings, send calendar notifications, and set up virtual calls via Teams. Prepare agendas, distribute supporting construction documents, and record meeting minutes for project team reviews. Maintain action item logs, track outstanding items, and follow up to ensure timely resolution. Arrange meeting room logistics and set up to support project discussions and coordination efforts. As a Project Administrative Assistant, you will have: Minimum of 5 years of progressively responsible experience in administrative support functions, including scheduling meetings, invoice processing, proofreading, and organization Experience with project documentation systems, such as Procore Advanced proficiency with Microsoft Office Suite, especially Microsoft Teams and Excel, and some experience with Access. Knowledge of accounting software, and enterprise systems, such as SAP Strong knowledge of construction administration processes, including certified payroll, DIR set-up, preliminary/stop notices, pay estimates, change orders, retention, contracts/amendments, and the bid process through project closeout Highly organized and detail-oriented Candidates must be legally authorized to work permanently in the U.S. (i.e., without time limitations, without restrictions or without need for work sponsorship in the U.S.) Valid CA Driver's License and proof of insurance Additional Information Project Partners provides professional benefits to its employees that meet the eligibility requirements. Medical and dental insurance Paid time off 401(k) and Profit-sharing programs More About Project Partners Inc.: Project Partners Inc. is a Civil, Mechanical, & Electrical engineering consulting and staff augmentation firm that was founded in 1996. We exclusively serve Southern California cities, county agencies and special districts within Orange, Los Angeles, Riverside, San Bernardino, San Diego, and Ventura counties. Project Partners provides staff and services in the following engineering disciplines: Water / Wastewater, Public Works, Transportation, Solid Waste, Stormwater Management, and Construction Management. Our current staff have a broad range of expertise in Municipal Civil Engineering, Construction Management, Inspection, Contract Administration, Development Plan Review, Engineering Design, GIS, Operations and Maintenance, Planning, Project Management, Regulatory Compliance, and Water Quality.

https:

//www.projectpartners.com/

Job Type:

Full-time Pay:

$38.00 - $45.00 per hour

Benefits:

401(k) Dental insurance Health insurance Paid time off

Experience:

Construction administrative: 5 years (Required) Document control systems: 5 years (Required) Ability to

Commute:

Chino, CA 91708 (Required)

Work Location:

Hybrid remote in Chino, CA 91708