Administrative Assistant for Construction Support Services

POSITION SUMMARY

The candidate must be experienced in the field of Civil Infrastructure for Transit Construction & Heavy Highway (DOT). This position will work to support the entire project team for Construction Support Services (CSS). To succeed in this position, the candidate must be organized, have good time management, report writing, meeting documentation, office practices, contracts and insurance requirements knowledge of AR, AP and payroll, basic math skills and very good experience with web-based technology, View Point, Excel, Word and PowerPoint.

This is a full-time office position with intermittent site visits.

ESSENTIAL FUNCTIONS

1. Technology, Equipment, Tools:
• Ability to utilize Microsoft Office Products, Viewpoint software and web based technology
• Ability to use business machines such as personal computer, printer, calculator, copy machine, facsimilie and phone
2. Mental Activity:
• Language skills – Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures or governmental regulations. Ability to write reports, business correspondence and procedure manuals. Ability to effectively present information and respond to questions from groups of employees, managers, vendors and customers.
• Mathematical skills – Ability to count, add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to calculate figures and amounts such as proportions, percentages and ratios. Ability to analyze variances.
• Reasoning ability – Ability to solve practical problems/troubleshoot and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form. Ability to exercise judgement and make decisions within standard practice. (Cannot change practices or policies; can make decisions within those practices and policies).
3. Physical Activity:
• While performing the duties of this job, the employee is regularly required to sit, use hands to handle or feel objects, tools or controls; reach with hands and arms. Specific vision abilities include close vision and ability to adjust focus. The employee must occasionally lift and/or move up to 10 pounds.
4. Work Environment
• While performing the duties of this job, the noise level in the work environment is usually quiet.
• Ability to travel locally for business meetings/functions including occasional overnight travel as job requires.

REQUIRED BACKGROUND AND SKILLS

PREVIOUS WORK EXPERIENCE AND KNOWLEDGE OBTAINED

1. Knows and understands office safety policies and procedures. Takes responsibility to correct unsafe actions or situations.
2. Manages and produces monthly progress reporting to the owner working closely with the Project Director and other key staff members of the CSS team. Also works with CSS Director on monthly invoicing that is submitted with the progress report and schedule updates.
3. Set up job in Viewpoint including tax status, contract value, job phases, schedule of values, change orders, etc. Assists in owner and client invoicing, gather/review certified payrolls. Also works with CSS Director on monthly invoicing that is submitted with the progress report and schedule updates. Follow-up on outstanding receivables/client payments. Coordinate job close-out documents.
4. Review Owner Contracts for CSS and CMGC. Determine insurance requirements. Order same. Review Owner Contract for subcontractor insurance requirements. Assists in finalizing subcontracts. Track Subcontractor compliance. Determine if there is special language that must be included in subcontracts.
5. Knowledge and understanding of performance and labor bonds, material payment bonds, or Subcontractor Default Insurance (SDI) for CSS, EA and CMGC contracts. Review CMCG’s and their subcontractor’s bonds for accuracy. Ensure EA and CMGC are tracking these for conformance and include status in monthly progress report.
6. Knowledge and understanding of the various types of insurance coverage is required to submit for our project. Understands our insurance requirements for subcontractors and tracks compliance.
7. Issue and manage job commitments including subcontracts, purchase orders and change orders. Manage related compliance and resolve outstanding issues. Review executed Subcontracts and Purchase Orders for modifications to terms and conditions. Prepare modification form for review and approval of modifications per Delegation Matrix. Prepare Addendum to confirm what modifications are accepted. Review subcontractor requisitions and resolve discrepancies/errors.
8. Monitors DBE utilization against goals for CSS team, EA and GMGC working will these entities per their contracts and develops tracking system to ensure that all entities are meeting their contract obligations. Include a summary of this and in the appendix for the monthly progress report.
9. Schedule reoccurring and individual conference calls and rooms, including attending these meetings. Take notes and develop meeting minutes for key staff approvals.
10. Order office supplies for the CSS team.
11. Assisting CSS team with other issues and items such as reports, meeting agendas, PowerPoint slides, etc.
12. Work with Project Controls Manager to ensure their work is incorporated into the monthly progress reporting to the client and for internal monthly meetings with the CSS team.   
13. Identify and rectify items necessary to close out job. Perform various financial analyses and prepare various reports on an as needed basis.
14. Knowledge and understanding of Construction Specifications and Plans, Blue Print Reading, Submittal Processing and Tracking, Submittal Review and Preparation for Architect/Engineer approval. Project Closeout as related to Record Submittals, As Builts and Operating & Maintenance Manuals.
15. Troubleshoot and resolve job related accounts payable issues including follow up with subcontractors on erroneous applications, outstanding PM approvals, outstanding compliance and missing paperwork. Manage retainage reduction/release.
16. Serve as liaison to owners, subcontractors, vendors, corporate office and project teams. Perform expediting tasks.
17. Manage job related liens/waivers and assist legal department with levies and other legal matters when necessary. Coordinate vendor/subcontract hold/releases as needed. Take lead in job specific audits as needed.

EDUCATION, CERTIFICATIONS, FORMAL TRAINING

Associate Degree or equivalent in Business, Accounting, or Administration with two years of related experience or an equivalent combination of education and experience.

COMPETENCIES, SKILLS PERSONAL ATTRIBUTES

Skills/Competencies Requirements:

1. Possess business acumen, inquisitiveness
2. Possess a Notary License
3. Ability to:

   Think Critically Be Accurate Multi-Task Collaborate

   Take Initiative/Follow Through Demonstrates high levels of enthusiasm and energy. Is able to handle confrontation in a professional and constructive manner.

Candidates who reside locally in the Los Angeles, CA area are preferred.

PHYSICAL REQUIREMENTS

• Ability to lift 20 pounds.
• Ability to sit or stand for extended periods of time.
• Ability to convey complex information clearly and concisely.
• Ability to ascend and descend stairs