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Project Controls Administrator

3 months ago

Pasadena, United States Fiedler Group Full time

Project Controls Administrator


Fiedler Group is a Pasadena based Engineering & Design firm serving Fortune 500 companies for over 65 years. We currently have an opening for a Project Controls Administrator who has a passion for Project Management and taking on new challenges.


The Project Controls Administrator is an integral member of the project team and is responsible for office support, accounting, administration, and reporting to the project team to keep the projects running smoothly. To be successful in this role, the individual must be experienced in balancing several requests simultaneously without losing focus on priorities, juggling various workloads across competing workstreams, while still ensuring completion of assigned tasks.


Flexibility is a must for this role; as well as a “can-do” attitude with the ability to excel in a wide-array of responsibilities. This individual must have the ability to work independently and as an effective, engaged team member. Strong initiative and follow-through is essential for this job. The ability to operate in the role with the highest of ethical standards and professionalism is required.


Essential Duties and Responsibilities:

  • Assists project managers in all administration functions and processes i.e. creation and maintenance of job files, new consultant set up, etc.
  • Assists in preparing applications, compiling filing package exhibits, requesting required checks, and submit permit packages as requested.
  • Verifies and manages subconsultant paperwork (insurance certificates, Purchase Orders).
  • Properly establishes and maintains appropriate document controls by becoming familiar with the unique aspects of the program.
  • Accurate and timely entry of project status notes into proprietary Project Tracking System.
  • Supports Project Manager in Program/Project financial management.
  • Maintains document control for compliance in accordance with policies and procedures.
  • Prepares, submits and files reports, specifications, correspondence, spreadsheets, presentations to ensure that the highest quality editing and formatting are presented following branding guidelines.
  • Attends project meetings and documents minutes to ensure that all open actions items are closed out.
  • Assists in the preparation of cost proposals for additional work including tracking Time & Material work.
  • Utilizes the financial systems to assist Project Manager in reviewing project financial performance.
  • Interfaces and/or maintains liaison with project management, client, subcontractors, etc. on all planning and scheduling related items and functions including reporting requirements, progress status, new impacts, etc.
  • Works cooperatively with co-workers, clients, and vendors.
  • Cross-trains as needed in other administrative areas and other duties as assigned.


Minimum Skills OR Experience Requirements:

  • AA/BA/BS degree in business, management, design, or operations desired.
  • Minimum 4 years of relevant experience in an engineering, architecture / consulting environment preferred.
  • Experience in billing/invoicing and purchase orders.
  • Working knowledge of Microsoft Office Suite applications is required.
  • Exceptional verbal, written and presentation skills.
  • Maintains an organized approach to managing daily activities, can juggle multiple demands efficiently and productively.
  • Ability to handle confidential assignments with discretion.
  • Self-starter, flexible, and team-player.
  • Strong problem-solving, strategic, and creative thinking, and decision-making abilities.
  • Delivers high quality work.


Benefits:

  • Up to 95% paid Medical (HMO & PPO), 90% paid Dental (Employee)
  • 100% paid Vision, LTD, Life Insurance
  • Flexible Spending Account
  • Health and Wellness Benefit
  • 401(k) Plan with immediate vesting and company matching
  • Discretionary Bonuses
  • Tiered Paid Time Off (PTO) starting at 15 days/year
  • PTO Cash Out Option
  • 9 Paid Holidays
  • Holiday Get-Togethers & Firm-wide celebrations and events
  • Training and Educational Opportunities