Job Title: Project Administrator Job Description Supervised by the project manager, the Project Administrator coordinates office activities and maintains business files for the project by performing the following duties. Responsibilities + Assist the project manager in the preparation and filing of documents such as subcontracts, major purchase orders, and daily extra-work reports. + Set up and maintain project files, including subcontracts, purchase orders, vendors, and general information/correspondence and other business transactions. + Prepare and distribute reports as approved by the project manager, including job and equipment reports, field staff, and administrative time sheets. + Receive and distribute payroll checks. + Process and reconcile approved bills by matching invoices with packing slips. + Maintain a payment log for subcontractors and purchase orders. + Send approved invoices, purchase orders, and project submittals to accounting and general engineering divisions. + Electronically distribute submittals, requests for Information (RFI), and correspondence for project engineers. + Open and route incoming mail and correspondence, and prepare outgoing mail, UPS, and overnight deliveries. + Prepare and process paperwork for newly hired and terminated employees. + Order and maintain inventory of office supplies. + Prepare, process, and distribute project-related safety information. + Greet and assist visitors, providing information to customers, employees, vendors, and business representatives. + Perform other duties as assigned. Essential Skills + Administrative support + Excel data entry + Microsoft Office + Project coordination + Construction administration + Document administration + Invoice entry + Invoice processing + Subcontract administration + Contract administration + RFI + Data entry + Administration + Change order + Microsoft Excel + Document control Additional Skills & Qualifications + Proficiency in Procore is desired but not required. + Minimum of two years of office experience and/or training in office procedures and operations. + Ability to organize office transactions and coordinate office activities related to a construction project. + Ability to establish and maintain cooperative and ongoing relations among supervisors, co-workers, field staff, vendors, and business associates. + Excellent interpersonal, organizational, and communication skills. Work Environment The work environment includes both the headquarters office and job sites in various locations, such as Oakland and San Francisco. Travel to job/project sites is required. The company provides a company car or expenses gas for travel. Pay and Benefits The pay range for this position is $50000.00 - $60000.00/yr. Health Insurance:-Comprehensive medical, dental, and vision insurance plans. Retirement Plans:-401(k) plan with company matching contributions Paid Time Off:-Generous vacation policy and paid holidays Work-Life Balance:-Emphasis on work-life balance with a friendly team environment and employee recognition programs Career Growth:-Opportunities for career advancement and professional development Additional Perks:-Participation in community outreach programs and other charitable endeavors Workplace Type This is a fully onsite position in Oakland,CA. Application Deadline This position is anticipated to close on Jan 31, 2025. About Aston Carter: Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service. Diversity, Equity & Inclusion At Aston Carter, diversity and inclusion are a bridge towards the equity and success of our people. DE&I are embedded into our culture through: + Hiring diverse talent + Maintaining an inclusive environment through persistent self-reflection + Building a culture of care, engagement, and recognition with clear outcomes + Ensuring growth opportunities for our people The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law. If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com (%20astoncarteraccommodation@astoncarter.com) for other accommodation options.