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The Administrative Assistant selected for this opportunity will gain key public sector experience that can effectively position you to pursue and obtain key, sought-after public sector jobs. We are looking for an Administrative Assistant that has 5+ years of experience in providing administrative duties while assisting project engineers for projects under design and in construction. The position will be hybrid (on-site and remote) and full-time (approximately 40 hours per week) in the Chino area. 

As a Project Administrative Assistant, your duties and responsibilities will include, but are not limited to:

• Enter and maintain data in departmental databases and spreadsheets
• Collect materials and information to prepare documents and reports
• Track project and task status to ensure deadlines are met
• Prepare, distribute, and follow up on correspondence and documentation
• Review invoices for accuracy, code costs, and obtain approvals
• Process purchase requisitions, purchase orders, check requests, and invoices
• Input data into the accounting system and generate budget reports in SAP
• Maintain organized project files and records
• Schedule meetings, send Outlook notifications, and set up Teams calls
• Prepare agendas, distribute supporting documents, and take meeting minutes
• Maintain action logs and follow up on outstanding items
• Coordinate meeting room set-up and logistics

As a Project Administrative Assistant, you will have:

• Minimum of 5 years of progressively responsible experience in administrative support functions, including scheduling meetings, invoice processing, proofreading, and organization
• Advanced proficiency with Microsoft Office Suite (including PowerPoint) and some experience with Access.
• Knowledge of accounting software, and enterprise systems such as SAP; experience with project documentation systems
• Strong knowledge of construction administration processes, including certified payroll, DIR set-up, preliminary/stop notices, pay estimates, change orders, retention, contracts/amendments, and the bid process through project closeout
• Candidates must be legally authorized to work permanently in the U.S. (i.e., without time limitations, without restrictions or without need for work sponsorship in the U.S.)
• Valid CA Driver’s License and proof of insurance