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 a variety of essential duties.

ResponsibilitiesAssist the project manager in preparing and filing 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 correspondence and other business transactions.Prepare and distribute approved reports including job and equipment reports, field staff reports, and administrative time sheets.Receive and distribute payroll checks.Process and reconcile approved bills by matching invoices with packing slips.Maintain payment logs 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, 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 SkillsAdministrative supportExcel data entryMicrosoft OfficeProject coordinationConstruction administrationDocument administrationInvoice entryInvoice processingSubcontract administrationContract administrationRFIData entryAdministrationChange orderMicrosoft ExcelDocument controlAdditional Skills & QualificationsProficiency in Procore 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 relationships among supervisors, co-workers, field staff, vendors, and business associates.Excellent interpersonal, organizational, and communication skills.Work Environment

The work environment includes working fully on-site at the headquarters office or at other job sites (e.g., Oakland, SF). The role requires travel to job/project sites, with the option to use a company car or expense gas. The work may involve sitting, standing, walking, kneeling, bending, and climbing for varied amounts of time, and may require exerting 10 to 20 pounds of force or more frequently to lift, carry, push, or otherwise move objects. The company fosters a small, close-knit culture, promotes from within, and celebrates employee milestones with events such as birthday and anniversary celebrations and regular pizza parties.

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 Feb 5, 2025.

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\n \n About Aston Carter:\n

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.

\n Diversity, Equity & Inclusion\n

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:

\n Hiring diverse talent\n Maintaining an inclusive environment through persistent self-reflection\n Building a culture of care, engagement, and recognition with clear outcomes\n Ensuring growth opportunities for our people\n

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.

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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 for other accommodation options.

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