Project Office Manager

Monterey Mechanical • Full-time • Oakland, CA, US • $42k - $60k / year • 1m ago

LOCATION: ON-SITE

Job type: FULL-TIME

Division: GENERAL ENGINEERING

Position Overview:

Reports to GE Division Manager or Project Manager; coordinates office activities and maintains business files of projects by performing the following duties.

Essential Duties:

Assists project manager in preparation and filing of such documents as subcontracts, major purchase orders, vendors, general information/correspondence, and/or other business transactions in project management system.
Sets up and maintains project files: subcontracts, purchase orders, vendors, and general information/correspondence and/or other business transactions.
Prepares and distributes such reports as approved by the project manager: job and equipment, field staff, and administrative time sheets.
Receives and distributes payroll checks.
Processes and reconciles approved monthly billings by matching invoices with packing slips.
Maintains payment log for subcontractors and purchase orders.
Sends approved invoices on AP system, purchase orders, and project submittals to accounting and general engineering divisions.
Electronically distributes submittals, Requests for Information (RFI), submittals, and correspondence for project engineers.
Opens and routes incoming mail, correspondence, and prepares outgoing mail, UPS and overnight deliveries.
Prepares and processes paperwork for newly hired and terminated employees; distributes project-related safety information.
Orders and maintains inventory of office supplies.
Greets and assists visitors; gives information to customers, employees, vendors, and business representatives.
Performs other duties as assigned.

Desirable Qualifications:

2+ years of office operations experience and/or training in office procedures and operations.
Ability to organize office transactions and coordinate office activities related to a construction project.
Proficiency in Microsoft Office applications (Excel, Word, etc.)
Proficiency in Procore preferred but not required.
Ability to establish and maintain collaborative and ongoing relations with supervisor/s, co-workers, field staff, vendors, and business associates.
Excellent interpersonal, organizational, and communication skills.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to perform the essential functions of this job successfully.
Persons performing service in this position will lift up to 50 pounds of force or exert up to 20 pounds or more frequently to lift, carry, push, pull or otherwise move objects.
This type of work involves sitting, standing, walking, kneeling, bending, and climbing for a varied amount of time.
Close vision work is also required.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Base Salary Range:

$42,000 to $60,000 Annually

Pay may vary based upon relevant experience, skills, location, and education among other factors.

FLSA Status:

Non-Exempt

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