Project Administrative Coordinator

We are seeking a highly organized, detail-oriented Project Administrative Coordinator who can work independently in a fast-paced, deadline-driven public works environment. The role will support projects throughout planning, design, procurement, construction and closeout. This will be an on-site and full-time position in the Chino, CA area.

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

• Coordinate day-to-day project administration by working with project managers, consultants, and internal teams to manage documentation, reporting, meetings, records, action items, and deadlines.
• Support contract administration for professional services agreements and construction contracts, including purchase/task orders, amendments, change orders, insurance, bonds, certified payroll, DIR requirements, and other required documentation.
• Manage project financial documentation, including reviewing and processing invoices, contractor pay estimates, purchase requisitions, and purchase orders.
• Coordinate meetings and workshops, including scheduling, agendas, materials, meeting minutes, logistics, and tracking follow-up items.
• Support project closeout activities, including final contract documentation, invoices/pay estimates, retention, Notices of Completion, approvals, and project records.

Desired Software Experience and/or Knowledge:

• Microsoft 365: Excel, Word, PowerPoint, Outlook, Teams
• ERP/financial systems such as SAP or equivalent
• Project management/ Construction Management /document control systems
• Electronic invoice/workflow systems
• Electronic records and document management
• Reporting and tracking tools such as Excel, Smartsheet, Power BI, or equivalent
• PDF/document review software such as Adobe, Bluebeam, or equivalent