The purpose of this position is to provide administrative support to the Project Management team.
Provides administrative support to project team including preparation of presentations to client and training materials maintenance of calendars, meeting set-up and logistics, invoicing and travel. Gathers and organizes project data and maintains Sales Force or other project database used by the local team.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Oversees and manages project documentation and coordinates documentation revisions and distributions.
Prepares standard project status reports for project delivery team or work group, client and management. Reports typically include: status update, budget, schedule and risk.
Coordinates and schedules meeting and communication plan(s) regarding projects among team and/or client. Coordinates and obtains vendor quotations for processing. Coordinates change orders, change directives (CD) and contemplative change notices (CCN) with consultants and vendors. Contract administration, including attending tender openings and recording results, issuing letters of acceptance and regret, updating tender tracking log, setting up tender opening dates and inviting tender participants.
Enters project information data (i.e. project status updates, schedule updates, cash flow forecasts) and project documentation into project management technology tools (software applications, web-based tools, job cost accounting tools).
Processes documentation for project commitments (i.e. Agreements, Contracts, Work Authorizations, Purchase Orders).
Prepares and reviews invoices and pay applications for processing in accordance with compliance requirements as per established governance of clients.
Acts as a point of contact for escalated matters among the team.
Assists in project close-out procedures for all projects including: arranging archiving of hard copy files; receipts of necessary close out/turnover documents; compliance with close-out checklist; coordination of lien searches; receipt of occupancy and closed building permits and warranty manuals; receipt of As built and CAD drawings for submission to CAFM; and, collection of required documents for project audit. Assists Project Manager in maintaining project metrics for SLA & KPI's.
Assists with project administration deliverables (i.e. meeting minutes; budget tracking; schedule updates; move management; closeout).
Other duties may be assigned.
No formal supervisory responsibilities in this position. May provide informal assistance such as technical guidance, and/or training to coworkers.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and EXPERIENCE
High School diploma or General Education Degree (GED) required. Associate's Degree (AA/AS) , College Diploma in Architecture or Engineering Technology or equivalent preferred. Minimum of one year(s) of related experience.
CERTIFICATES and/or LICENSES
Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence. Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor. Ability to effectively present information to an internal department and/or large groups of employees.
Requires basic knowledge of financial terms and principles. Ability to calculate simple figures such as percentages.
Ability to understand and carry out general instructions in standard situations. Ability to solve problems in standard situations. Requires basic analytical skills.
OTHER SKILLS and ABILITIES
Intermediate skills with project management software and Microsoft Office Suite products.
Proven organizational skills. Ability to complete multiple tasks as assigned.
SCOPE OF RESPONSIBILITY
Decisions made with general understanding of procedures and company policies to achieve set results and deadlines. Errors in judgment may cause short-term impact to co-workers and supervisor.
Equal Opportunity and Affirmative Action Employer
Women/Minorities/Persons with Disabilities/US Veterans
Location/Region: Sunnyvale, CA