AECOM Project Administrative Assistant - Aviation Construction in San Diego, California

Business Line Transportation

Position Title Project Administrative Assistant - Aviation Construction

United States of America - California

San Diego

Job Summary

AECOM is actively seeking a creative, highly talented Capital Project Assistant for immediate employment for the San Diego, CA office. AECOM is proud to provide our employees with exciting, challenging projects.

The responsibilities of this position include, but are not limited to, those listed below:

  • Provides administrative support to project managers and staff; types and/or drafts, formats, proofreads, edits and routes correspondence, memoranda, reports, agreements, amendments, specifications, addenda, certificates, submittals, RFI’s, RFQ’s, consultant payments, bid documents, closeout forms, staff reports, forms, bulletins and other documents ranging from routine to moderate difficulty; drafts contract specifications and change orders; prepares directive letters to contractors regarding contract compliance; analyzes contracts relating to contract services; responds to contractor and customer issues and ensures timely corrective action

  • Proofreads and checks typed and other materials for accuracy, completeness and compliance with Authority and department standards, policies and procedures; ensures materials, reports and documents for signature are accurate and maintains and enters a variety of data in databases and spreadsheets; routes documents for signature

  • Maintains bidder and contractor databases; prepares consultant agreements and amendments, assembles and compiles project contract specifications and gets specifications documented and distributed; prepares bid packages and corresponding forms; generates bid tabulations for project managers; documents all incoming and outgoing documents; processes, routes and tracks project submittals, requests for information, bulletins, and other documents for signature; inputs and updates punchlist items; coordinates with Document Control for bid advertisement and; assists with the preparation and processing of project closeouts

  • Prepares, prints and distributes staff reports, checklists and related information for design and construction phases for Board review; prepares technical worksheets and tables; establishes, manages, maintains and updates project databases, logs, indexes and files; files documents; researches and assembles information from a variety of sources for the preparation of records and reports; reviews invoices to ensure for conformance with contract provisions and budget; processes contract payment; updates accrual log; makes arithmetic or statistical calculations

  • Assists project staff by preparing and/or typing memoranda, correspondence, and other technical documents using word processing, spreadsheet or database software and monitors progress and approvals, generates reports and develops materials for meetings; stamps and routes drawings; interacts with consultants, contractors and outside agencies to ensure compliance with Authority and construction standards; acts as liaison between staff and other departments; schedules, coordinates, confirms, and attends design meetings as well as pre-bid conferences, bid openings, pre-construction, safety, and construction progress meetings; prepares and distributes meeting announcements; sign-in sheets; takes and transcribes meeting notes

  • Prepares travel and training requests; coordinates making travel and other arrangements for conferences and business trips; attends to a variety of office administrative details; maintains inventory and orders office supplies, performs minor repairs and requests repairs as needed; processes work requests; provides back up for other department Capital Project Assistants and clerical staff, including providing back-up support for tracking and routing agreements and pay applications; provides training assistance to other Capital Project Assistants on construction related practices and protocol; serves on special Authority and department committees and task forces and is called to facilitate the department committees; reviews and guides others through the process for ensuring compliance with contract specifications

Minimum Requirements

  • High School diploma or G.E.D. equivalent

  • 5+ years of increasingly responsible technical or administrative support experience or an equivalent combination of training and experience

Knowledge of:

  • Basic laws, statutes, codes and ordinances applicable to facility construction projects

  • Common construction processes, practices, procedures and terminology

  • Office administrative and management practices and procedures, including Authority record keeping, filing and purchasing practices and procedures

  • Principles and practices of sound business communication; correct English usage, including spelling, grammar and punctuation

  • Computer equipment and advanced uses of word processing, spreadsheet, graphics, database and other software

  • Authority Board staff report preparation guidelines and formats

  • Basic research techniques, methods and procedures

Ability to:

  • Operate computer and word processing, spreadsheet and construction database software and other standard office equipment

  • Type accurately at a speed necessary to meet the requirements of the position

  • Organize work, set priorities and exercise sound independent judgment within areas of responsibility

  • Interpret, apply, explain and reach sound decisions in accordance with laws, regulations, rules and policies, including interpreting and making sound decisions on construction documents

  • Organize, research and maintain general, specialized and/or confidential files

  • Communicate clearly and effectively orally and in writing

  • Prepare clear, accurate and concise correspondence, records and reports

  • Maintain highly sensitive and confidential information

  • Use effective customer service skills and etiquette

  • Coordinate arrangements for meetings and conferences

  • Establish and maintain highly effective working relationships with managers, supervisors, staff, contractors, consultants, the public and others encountered in the course of work

Preferred Qualifications

  • 2 years of facilities or construction industry administrative experience preferred

What We Offer

AECOM is a place where you can put your innovative thinking and business skills into high gear and work alongside other highly intelligent and motivated people. It's a place where you can apply your skills to some of the world's most challenging, interesting, and meaningful projects worldwide. It's a place that values the diversity of our areas of practice and our people. It's what makes AECOM a great place to work and grow.

AECOM is an equal opportunity employer and Minorities, Females, Veterans, and Disabled persons are encouraged to apply. For further information, please click here at http://www.aecom.com/content/wp-content/uploads/2016/01/EEO-is-the-Law-poster-supplement.pdf to view the EEO Is The Law poster.

NOTICE TO THIRD PARTY AGENCIES:

Please note that AECOM does not accept unsolicited resumes from recruiters or employment agencies. In the absence of a signed Recruitment Fee Agreement, AECOM will not consider or agree to payment of any referral compensation or recruiter fee. In the event a recruiter or agency submits a resume or candidate without a previously signed agreement, AECOM explicitly reserves the right to pursue and hire those candidate(s) without any financial obligation to the recruiter or agency. Any unsolicited resumes, including those submitted to hiring managers, are deemed to be the property of AECOM.

Job Category Administrative Support / Secretarial

Country United States of America

Position Status Full-Time

Requisition/Vacancy No. 165405BR