JOB DETAILS

Administrative Assistant

Murow Development Consultants • Full-time • Irvine, CA, US • 11m ago

Job Description:

The Administrative Assistant (Dry Utilities) is responsible for supporting the division with various tasks having to do with projects from start to finish; including consulting with clients and others to achieve project goals. The Administrative Assistant (Dry Utilities) reports directly to the Director and Manager of the Dry Utility Division.

Responsibilities – Administrative (Accounting):

· Assisting with the onboarding of any potential / new project.

o Requesting job numbers from accounting.

o Creating new job folder and filing any plans / exhibits given by client.

· Drafting and finalizing proposals / change orders with management team.

o Assist in reviewing contract(s) and determining overall scope of work for the project.

o Creating initial draft of proposal and working with the respective lead to complete and send to client.

· Prepare Revenue Projection excel sheet and submit to accounting team.

· Assist team with billing at the end of the month.

o Providing the lead with their contract analysis report.

· Prepare for weekly division meetings.

o Creates agenda

o Connects with management for additional input

o Takes meeting minutes

· Update and Maintain the Dry Utility Manual for the Division.

o Creating Desktop Procedure’s (“DP”) for new utility processes.

o Obtain knowledge and memorialize the various utility specs & designs.

o Upkeep of electronic/physical copies of the Manual.

· Maintain the Dry Utility Proposal templates and work with the Division Director and Manager for any and all scope adjustments / additions to reflect on respective proposal templates.

· Update the core Dry Utility lists with all changes.

o New projects

o Status changes

o Lead changes

o Contract amounts

· Organize and locate various project information for Project Management team and / or Director, such as:

o Utility Company Contact(s)

o Utility Maps (Electronic and Hard Copy) – Archived and retrieve from noted file cabinet (hard copy) and / or project file (electronic)

· Take lead role in organizing any and all dry utility template files.

· Create Murow DC dry utility forms and templates.

Responsibilities – Administrative (Marketing):

· Work with Dry Utility team to draft and finalize division blogs.

o Submitting all blogs to marketing team

· Tracking and updating client list.

Responsibilities - Administrative (Project Management):

· Assist the Project Manager (“PM”) and / or Director with project timeline(s) to prevent any delays in the delivery of dry utilities to the site.

· Obtain Will Serve Letters and Map Records from the various utility companies, including (but not limited to):

o Electrical (Power)

o Gas

o CATV (Cable)

o Telco (Phone)

· Prepare Submittal packages for the various utility companies and support other APMs / PMs with their respective Submittal packages.

· Take a lead role in project Submittal tracking:

o Report submittal package status to individual Project Manager (“PM”)

o Update various summary sheets used to deliver information to client, noting such status

· Coordinate any service termination(s) and removal(s) of utility structures.

· Create and note client meetings for project management team at Murow DC office and prepare presentation (working material, exhibits, order lunches) as required.

· Overall support to the Dry Utility Department.

· Support in providing exhibits with possible scenarios for client / utility company.

· Support in conducting site visit to determine existing / proposed facilities and conflicts.

· Obtain engineering plans and file accordingly

Qualifications & Requirements:

· 4-year degree or equivalent “higher” education (preferred)

· Competent and Proficient in Microsoft applications (i.e. Excel, Word etc.)

· Organized and innovative thinker

· Qualities and characteristics of “drive” and taking the initiative to get tasks and goals done

· Experience with Auto CAD and Bluebeam (preferred)

Salary Range:

· $18 - $23 per hour

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