The Role & Responsibility is to be responsible for assisting the Project Managers with assigned projects and assisting with compliance of office procedures. Handle the flow of paperwork from the inception of the project thru the close out of the project. The employee may have up to 20 projects running simultaneously in different stages of completion. Attention to details, significant organizational skills, accuracy and timeliness are required attributes for each job to run smoothly.

• Schedule hand-off meetings, send out invites, and coordinate meeting logistics
• Assist PM & Superintendent as directed to help execute the project
• Work with the project team to streamline and improve processes and procedures
• Create and maintain all project files, both physical and electronic
• Input data into View Point and Heavy Job
• Obtain contracts from clients, submit to legal for review or markups, and route for proper signatures
• Request Bonds and Insurance
• Submit Pre-lien information
• Process BAAQMD notifications and any other required notifications
• Assist with Certified Payroll forms and submission of DAS forms
• Process OCIP required paperwork
• Assist in processing submittals and coordinating with suppliers through approval
• Track and log startup & closeout requirements
• Issue POs, Subcontracts, and Change Orders as directed
• Collect, verify, and process material delivery packing slips and verify against POs
• Create, track, and log Requests for Quotations from subcontractors and suppliers
• Compile & submit monthly lien releases
• Maintain up-to-date license and insurance information on Subcontractors
• Act as the main person to interface between the project and accounting, ensuring that invoices, billings, job cost, AP & payroll are processed thoroughly, accurately, and timely
• Process monthly billings and maintain contact with owner or client
• Collect funds and manage collections
• Collect, organize, and archive daily work reports, daily logs, load tags, subcontractor daily reports, and truck tags using standardized company electronic document control procedures
• Collect and log transportation and disposal information
• Participate in weekly operations meetings
• Execute and submit pre-qualification questionnaires
• Assist estimating department with Bid Packages and proposals, creating bid forms per bid documents, obtaining bid bonds, and Certificates of Insurance
• Perform other administrative duties as directed by management

• Experience using Vista by Viewpoint and HCSS (Required)
• Experience in the construction industry preferred
• Associate Degree or higher preferred, or equivalent work experience
• Self-starter with the ability to work under pressure while meeting critical time frames on multiple tasks/projects
• Excellent organizational, interpersonal, and time management skills
• Ability to think critically and work independently
• Good verbal and written communication skills
• Communicates clearly and concisely, both orally and in writing
• Ability to work with multiple levels of management with a professional demeanor
• Works independently in the absence of supervision
• Attention to detail in relation to accuracy of database entries and quality control checks of documents
• High proficiency in MS Office Suite (Word, Excel)
• Advanced knowledge of Adobe Acrobat Standard/Pro or equivalent
• Knowledge and administration of Certified Payroll Reports (creation and submission)
• Knowledge of Textura, LCP Tracker, and Green Halo preferred
• This is a full-time hourly position