Project Administrative Assistant

The Project 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 a Project Administrator 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:

• Support construction teams by entering and maintaining project data in departmental databases and spreadsheets.
• Collect construction-related materials and technical information to prepare project documents, submittals, and reports.
• Track project progress, task status, and deliverables to help ensure deadlines and construction schedules are met.
• Prepare, distribute, and follow up on project correspondence, transmittals, and documentation to internal staff, contractors, and stakeholders.
• Utilize project documentation systems (e.g., Procore, e-Builder, or similar) to upload, track, and manage drawings, RFIs, submittals, change orders, and other construction records.
• Review contractor and vendor invoices for accuracy, code costs to the appropriate project accounts, and route for approvals.
• Process purchase requisitions, purchase orders, check requests, and invoices in accordance with project requirements.
• Input cost and budget data into SAP (or other accounting systems) and generate project budget status reports.
• Maintain well-organized project files and records, including drawings, specifications, RFIs, and change orders.
• Coordinate and schedule project meetings, send calendar notifications, and set up virtual calls via Teams.
• Prepare agendas, distribute supporting construction documents, and record meeting minutes for project team reviews.
• Maintain action item logs, track outstanding items, and follow up to ensure timely resolution.
• Arrange meeting room logistics and set up to support project discussions and coordination efforts.