Project Administrator - Engineering Consulting
Kleinfelder - California

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Kleinfelder | Simon Wong’s San Diego office is seeking an experience Project Administrator to support new and ongoing engineering projects.

Responsibilities:
  • Assists with project and department administration and coordination as required.
  • Coordinates Vice President’s calendar assists with scheduling.
  • Interfaces with subconsultants on a daily basis as major point of contact for all contractual issues; interfaces with clients when project manager not available.
  • Assigns new job numbers, maintains job list, creates job folders, and interfaces with accounting to open new jobs and ensure proper billing. Archives files/drawings and arranges for organized storage of files/drawings, etc.
  • Prepares letters, transmittals, faxes, memos, reports, studies, proposals, specifications, tables, contracts, forms, and all other business typing as requested by division personnel.
  • Edits all documents (e.g., letters, reports, meeting minutes, etc.) prior to client submittal. Files correspondence and other documents and miscellaneous items.
  • Creates subconsultant agreements and issues addendums when needed; tracks subconsultant budgets.
  • Reviews incoming contracts and processes appropriately; requests insurance certificates and ensure delivery to client.
  • Receives all subconsultant invoices; reviews and logs same; routes to appropriate project manager for approval and to Accounting for processing.
  • Reviews all invoices prior to project manager review and submittal to client.
  • Creates budget tracking spreadsheets for major jobs and tracks budgets.
  • Maintains rate schedule for all jobs; escalates billing rates as required.
  • Maintains calendar of professional organization meetings; RSVPs for attendees and arranges for payment; updates professional development hours.
  • Maintains database of reference articles.
  • Assists Vice President and engineers holding board positions with various engineering professional association tasks.
  • Makes travel, conference, and seminar arrangements. Assists in scheduling and confirming meetings.
  • Assists Marketing Manager as needed.
  • Handles administrative and reception tasks as and when required.
  • Performs errands by use of own car to various locations, when necessary.
  • Performs other duties as needed.

Experience:
  • Minimum of 6 years of related experience required and 10 years related experience preferred
  • Strong Excel, Word, Outlook, and PowerPoint knowledge
  • Excellent proofreading and editing skills
  • Strong written and verbal communication skills required
  • Ability to work independently and complete duties and projects with moderate supervision a must
  • Able to work effectively in a team environment; ability to accurately work under pressure in meeting deadlines.

Education / Experience: Associates Degree required or equivalent from 2-year college or technical school required. BS degree preferred

Kleinfelder offers an excellent compensation and benefits package, including: medical, dental, vision, life insurance, 401(k) plan, paid holidays, and employee-ownership. Kleinfelder is an Equal Opportunity Employer.

Kleinfelder - 13 months ago - save job
About this company
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The Kleinfelder Group isn't afraid to get its hands dirty. Since its start as a materials testing lab in 1961, the company has expanded...