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Project Admin Assistant - 1264

Fairfiled, CA
Project Admin Assistant - 1264

 Fairfield, CA
Position type: up tp $75K plus possible bonus
Direct hire/Contract: Direct hire/Perm position


Under the direct supervision of the Project Manager this position provides administrative and accounting support for the company’s construction department.
Essential Functions / Responsibilities:
  1. Typing, filing, and scheduling
  2. Perform duties such as accounts payable and bookkeeping, coordination of meetings, obtaining insurance certificates, manages vendor, consultant, subcontractor billings, contracts with subcontractors, insurance documentation and notices.
  3. Answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of
  4. Deal with external callers and visitors as well as internal contacts at all levels of the organization.
  5. Uses Independent judgment is required to plan, prioritize, and organize diversified workload, recommends changes in office practices or procedures.
  6. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  7. Responsible for and performs the accounts payable to assist project teams to ensure projects cost and document controls are maintained.
  8. Types and uses Microsoft software, i.e. Excel, Word, and Outlook. Creates and develops Excel spreadsheets and Word correspondences.
  9. Proofreads for spelling, grammar, and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
  10. Works independently and within a team on special nonrecurring and ongoing projects. Planning and coordinating documents and certificates for multiple projects, disseminating information, and coordinating mailings as needed.
  11. Establishes, develops, and maintains the filing system. Retrieves information from files when needed. Establishes, develops, maintains, and updates files as necessary to keep all documents organized
  12. Organizes and prioritizes information and calls. Ensures all job costs and project files are accurate and up to date.
  13. Creates, maintains all electronic project files for use and record.
  14. Sorts and distributes mail. Opens mail for the construction department.
  15. Drafts written responses or replies by phone or e-mail when necessary.
  16. Responds to regularly occurring requests for information
  17. Answers phones for construction department. Takes messages or fields/answers all routine and non-routine questions. Works in cooperation with other construction coworkers to cover phones.
  18. Acts as a liaison with other departments and outside agencies, including high-level staff such as division managers, senior vice presidents and presidents.
  19. Handles confidential and non-routine information.
  20. Other duties assigned
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