Project Administrative Assistant
5 days ago
Sausalito
Summary We are seeking a highly organized, detail-oriented, and dependable Project Administrative Assistant to provide administrative support to the Project Management team while serving as a key resource for the Accounting Manager and Payroll Manager. This position is responsible for assisting with daily project administration, payroll coordination, accounting support, document management, and office operations on a large-scale heavy civil infrastructure project. The ideal candidate possesses strong organizational skills, enjoys working with financial documentation, payroll records, and project teams, and thrives in a fast-paced construction environment where accuracy and confidentiality are essential . Essential Responsibiliti esAccounting Suppo • rtProvide administrative support to the Accounting Manager with daily accounting operation, • s.Assist with processing vendor invoices, purchase orders, and subcontractor payment documentatio, • n.Maintain organized accounting files and supporting financial record, • s.Track invoice approvals and ensure timely routing for paymen, • t.Assist with job cost reporting and project budget trackin, • g.Coordinate vendor setup documentation, W-9 forms, insurance certificates, and compliance record, • s.Support monthly financial reporting and reconciliation activitie, • s.Assist with accounts payable and project accounting documentatio n. Payroll Supp • ortProvide administrative support to the Payroll Manag, • er.Collect, review, and organize employee timesheets for accuracy and completene, • ss.Assist with certified payroll documentation for public works projec, • ts.Coordinate payroll documentation for union and non-union employe, • es.Maintain payroll records while ensuring confidentiali, • ty.Assist with employee onboarding paperwork, payroll forms, direct deposit information, and employment documentati, • on.Coordinate payroll-related inquiries between project staff and corporate payro, • ll.Support prevailing wage compliance and labor reporting requiremen ts. Project Administra • tionProvide administrative support to Project Managers, Project Engineers, and field supervis, • ion.Prepare correspondence, reports, meeting minutes, and project documentat, • ion.Maintain project files, contracts, RFIs, submittals, change orders, and document l, • ogs.Assist with project closeout documentation and turnover packa, • ges.Coordinate project meetings and maintain project calend, • ars.Support document control activities using electronic filing syst ems. Office Administr • ationManage incoming calls, visitors, and office communicat, • ions.Order office supplies and coordinate office equip, • ment.Arrange travel, meetings, and project ev, • ents.Assist with onboarding new project emplo, • yees.Maintain organized project office records and filing sys, • tems.Support safety meetings by preparing attendance logs and documenta tion. Compliance & Documen • tationMaintain confidential employee, payroll, and project inform, • ation.Assist with certified payroll, labor compliance, and prevailing wage document, • ation.Coordinate subcontractor compliance document, • ation.Maintain insurance certificates, licenses, and project re, • cords.Support internal and external audits by organizing requested document ation. Qualifi • cationsAssociate's or Bachelor's degree in Business Administration, Accounting, Finance, Construction Management, or related field pre, • ferred.3+ years of administrative experience supporting accounting, payroll, or construction oper, • ations.Experience in the construction industry strongly pre, • ferred.Working knowledge of payroll processes, accounts payable, and project acco, • unting.Experience with Microsoft Office Suite, particularly, • Excel.Experience with construction software such as CMiC, Viewpoint, Procore, Sage, or similar ERP systems is pre, • ferred.Strong organizational and time management, • skills.Excellent written and verbal communication abi, • lities.High degree of professionalism, discretion, and confident, • iality.Ability to manage multiple priorities while maintaining exceptional attention to detail. Preferred Qualif • icationsHeavy civil or commercial construction exp, • erience.Public agency or infrastructure project exp, • erience.Experience supporting certified payroll and prevailing wage p, • rojects.Familiarity with union payroll adminis, • tration.Experience supporting project accountin g teams. Core Com • petenciesFinancial, • accuracyOrganization and, • planningPayroll and accountin, • g supportProfessional comm, • unicationConfid, • entialityCustome, • r serviceColl, • aborationI, • nitiativeAttention, • to detailProble m solving