Project Specialist
Construction Administrative Assistant – with Procore/ Construction Experience Required
Location: Los Angeles, CA 90033 (On-Site 100%)
Pay Rate: $39/ HR, Target Start: ASAP
3-4 month W2 Assignment, Strong Potential to Extend
Target Start: Late July 2024
Work Hours: 8AM- 5PM
Work Authorization Status: Must be a US Citizen
Must-Haves in a Resume: please list these on your resume if you have the skillset!
- Construction Admin Experience (*Preferred, not required)
- Procore experience (1-2 years-Required)
- Strong Excel / Microsoft Outlook Skills
- Ability to review submittals, RFIs, and drawing sets on larger projects
- Experience with OSHPD3 projects (Ambulatory/Outpatient) – strongly preferred
- Inpatient Hospital/HCAI/OSHPD1 Experience (not required) – nice to have
Education and Experience Requirements:
- Bachelor’s degree preferred
- HS Diploma is a must
- Seeking candidates with 1-4 years of working experience with an interest in growth/ development and future interest in a Project Management position.
Daily Administrative Tasks:
- General administrative and clerical duties
- Coordinating and scheduling meetings, activities, and programs
- Maintaining calendars and schedules
- Taking meeting minutes when required.
Visitor and Inquiry Handling:
- Welcoming all visitors in a friendly and pleasant manner
- Providing escorts for individuals as needed
- Addressing inquiries by phone and in person, including complex questions requiring follow-up
- Exercising discretion in releasing information
- Conveying messages to the appropriate individuals in case of an employee’s absence or unavailability.
Document and Project Management:
- Assisting with documents and setting up meetings for the team
- Communicating with consultants, contractors, and maintaining project files
- Ensuring directories, references, and other records are up to date
- Collecting and tracking project documentation as requested
- Assisting in the production of letters, memos, and correspondence for agreements, forms, purchase requisitions, project documents, and other business typing.
Expense Tracking and Filing:
- Keeping track of and performing data entry for project-related administrative expenses on spreadsheets
- Tracking documents, invoices, logs, and scanning other construction documents
- Maintaining a filing system for all documents and records for the Construction Project Management Team
- Assisting with document reproduction as requested and distributing to the project team.
Report Compilation and Support:
- Organizing and prioritizing daily workload to meet deadlines
- Dealing with variations in the Project team’s needs
- Compiling, editing, and publishing administrative and project-related reports as requested.
Office Equipment and Maintenance:
- Providing support to the entire Project Management team
- Assisting in maintaining office equipment and offering light IT troubleshooting
- Logging and distributing mail, coordinating courier services
- Handling office maintenance requests, office moves, key requests, and purchases required for project progress.
Construction Safety and Security:
- Overseeing the construction safety training database
- Collaborating with the Security Department for contractor credentialing and badging.
Interdepartmental Collaboration:
- Collaborating daily with the Project Management Team, Facilities, Information Systems, and other Support Services Staff to support and align initiatives and project goals.
Medical Enterprise – Non-Clinical Onboarding:
-Requires full vaccination of Covid-23-24 Vaccine/ boosters. The facility accepts signed personal/religious/medical exemptions approved by EHS.
Please submit a resume in Word or PDF format to be considered. Hiring ASAP.