Job Information
Universal Engineering Sciences Project Administrator in Escondido, California
UES is seeking a Project Administrator for the Escondido, CA branch. The PA will assist Project Managers with all administrative and project-relates tasks.
The ideal candidate will be efficient, collaborative, and customer service-oriented. As well as possess great organizational and time-management skills, and able to uphold a high-level of professionalism.
*Starting pay $25/hr.
Pay is negotiable based on experience, education, and/or certifications
Pre-Construction Phase:
Complete Project Setup checklist, including creating project folder on UES server or SharePoint
Complete Project Setup in Operational/LIMS platform
Responsible for project setup in company Enterprise Resource Planning (ERP) software, including rate table
Responsible to collect and download to the project folder all project documents including but not limited to contract/subcontract, plans, specifications, construction schedule and permit numbers
Responsible for ensuring all project contract requirements (i.e., W9, insurance, preliminary lien notice, etc.) are completed in coordination with project manager
Coordinate and maintain inspector registration and/or certification as required by project and local jurisdiction.
Responsible for ensuring that branch has a current business license for the project location.
Coordinate with PM as needed to assist with subcontract documents
File any lien notices and paperwork as necessary and determined by PM
Accompany the PM, when requested, to the pre-construction site meeting to assist with preliminary document control efforts
Construction Phase:
Responsible to track and collect all daily inspection reports from assigned inspectors/technicians
Responsible to validate field technician and inspector time entry with daily field reports (PM will approve time)
Collect all subcontract and third-party service invoices for review and approval by PM, and once approved, submit to Accounts Payable
Maintain Accounts Payable log or similar in ERP
Compile all invoice backup, including timesheets and field and lab reports, etc.
Weekly interactive Billing, including audits, rate changes, project expenses, lab testing, and third-party subcontract
Revise and correct invoices per project manager direction
Prepare monthly invoices for PM approval and post in the ERP system
Prepare write-off report for PM and branch manager
Prepare unbilled report for PM and branch manager
Track budget and keep project managers informed of projects exceeding 70% of executed contract amount
Prepare draft change orders for project manager review and approval
Send invoices to the clients on a timely manner
Confirm receipt of invoices withing 5 days of issuing and sending invoices
Follow up with clients on payments 15 days after issuing and sending invoices
Notify project managers of any concerns by the clients regarding project invoice
Maintain and update project files including daily reports and lab results
Responsible for document control, including uploading or delivering daily reports and lab results to project stakeholders, owners, developers, construction managers, and design professionals
Maintain Non-Conformance Log and coordinate with project manager to document resolution.
Accompany the PM, when requested, to construction site meetings to assist with project document control efforts
Post-Construction Phase:
Compile final report package, including all project inspection and laboratory reports and/or jurisdiction having authority (JHA, DSA, HCAI, if required) for delivery to the client upon project completion
Close project within ERP upon receipt of final payment and release by PM
Required Qualifications:
Prior administrative experience with a construction or engineering company
Valid driver's license, with good driving record
Proficiency with MS Office programs
Preferred Qualifications:
2+ yrs. of administrative experience in construction or engineering
Previous experience as a Project Coordinator and/or Project administrator
Experience using ERP systems and Deltek Vision
Expert or advanced-level user of Microsoft Word, and proficient user of all other MS office applications
About UES
UES is a national leader in Geotechnical Engineering, Construction Materials Testing and Inspection, Building Code Compliance, Environmental Consulting, Occupational Health & Safety, Virtual Design Consulting, and Building Envelope. With over 3,400 team members across 70+ branches in the United States, UES provides essential engineering services to some of the most prominent and significant projects in the country. As the #1 fastest growing AEC firm on The Zweig Group’s Hot Firm list in 2021 and 2022, UES is poised to lead our industry into the future.
Our Team Members
Our team members bring unique skill sets, licenses and certifications, and experience to our firm, which diversifies our team and allows us to provide a wide variety of services uniquely grounded in excellence . Our team STRIVES to uphold our core values of safety, teamwork, responsiveness, integrity, value, and excellence to ensure we meet client expectations, support our communities, and build a strong, reliable team. Our UES team members are kind, passionate, and driven, which creates collaborative workspaces and a sense of camaraderie among our team members. At UES, we are eager to hire, teach, and train the next generation of industry leaders and learn from the expertise of each team member who walks through our doors. To learn more about UES, visit teamues.com
Our Benefits
We understand that our team members are the glue that holds our business together. We value the individual contributions of each person, and we show this by offering comprehensive benefits, including medical insurance options, PTO, paid holidays, tuition reimbursement, and so much more. If you have additional questions about our benefits, please contact our Recruitment team at westcareers@teamues.com
Check out our website: UES (http://teamues.com/)
Follow us on social media: LinkedIn (https://www.linkedin.com/company/universal-engineering-sciences-inc/) | Facebook (https://www.facebook.com/universalengineeringsciences/) | Instagram (https://www.instagram.com/universal_engineering_sciences/) | Twitter (https://twitter.com/UniversalEngSci) | YouTube (https://www.youtube.com/channel/UCXK2FHVTcS5o9uLEKO7RuYg)
#GroundedInExcellence
EEO/AA/Disability/Veteran Universal Engineering Sciences is a Drug-Free Workplace. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.
Team: Administrative Department
Work Type: Full-Time
Location Type: onsite