Project Administrator Job Description
Caliagua believes in building a better, safer, more sustainable world for generations to come. We are committed to making a difference within our communities, who depend on the safety and reliability of the structures we build. This is possible because of our main asset, our people!
Caliagua brings together the construction industry's most diverse talent who thrive in a collaborative work environment and appreciate challenges and opportunities.
Located in Anaheim, Caliagua, Inc. is seeking Project Administrators for various projects throughout southern California. This is a Full-Time job opportunity in an office setting.
Other Administrative Responsibilities
- Plan meetings and take detailed minutes.
- Write and distribute email, correspondence memos, letters, faxes and forms.
- Assist in the preparation of regularly scheduled reports.
- Develop and maintain a filing system.
- Update and maintain office policies and procedures.
- Order office supplies and research new deals and suppliers.
- Maintain contact lists.
- Submit and reconcile expense reports.
- Provide general support to visitors.
HR and Payroll Related Responsibilities
- Manage New Hire Process including background checks, onboarding plans, IT set up, etc.
- Office/Field New Hire paperwork including I-9 information
- Set up New Hires, including deductions, tax status, vacation and sick accruals
- Upload and update employee data such as union pay upgrades, tax forms, etc.
- Manage all health benefit enrollment, deletion and Cobra benefit filings and issues.
- Process payroll.
- View, key, post and monitor time and labor, absences and leave balances in Sage.
- Process payroll deductions such as garnishments, payroll advances, and trust fund contributions
- Process new hires, terminations, benefits, compensation, and census information.
- Prepare monthly payroll and accounting journal entries, including reconciliations of payroll related general ledger accrual accounts.
- Utilize Raken to pull field hours for accurate payroll reporting.
- Communicate and coordinate with Accounts Payable.
Accounts Payable Related
- Receiving and recording the receipt of invoices
- Processing invoices to make sure payments are correct and on time.
- Requesting receipt of statements from invoicing contractors or businesses when they are not provided.
- Processing payment runs.
- Matching and filing invoices and receipts.
- Reconciling business accounts to make sure amounts paid reflect goods and services received.
- Answering queries from suppliers, contractors, and other business departments about accounts payable or payments made.
- Manage all company credit card accounts (statements and payments).
- Subcontractor Payments.
- Prepare Subcontractor accruals SOV's (Schedule of Values).
- Reconcile Subcontractor SOV's on a monthly basis.
- Finalize Subcontractor SOV's for payment.
- Verify cost codes and hours are accurate.
- Finalize Subcontractor billings for prior months.
- Assist in all audits performed.
Accounts Receivable Clerk Responsibilities
- Process accounts and incoming payments in compliance with financial policies and procedures.
- Perform day to day financial transactions, including verifying, classifying, computing, posting and recording accounts receivables’ data.
- Prepare bills, invoices, and bank deposits.
- Reconcile the accounts receivable ledger to ensure that all payments are accounted for and properly posted.
- Facilitate payment of invoices due by sending bill reminders and contacting clients.
- Generate financial statements and reports detailing accounts receivable status.
- Post all incoming payments from owners.
- Reconcile billings with owner payments.
- Finalize Owner billings for prior months.
- Assist in all audits performed.
Project Coordination
- Collaborate with Project Managers and Project Engineers to develop project solutions.
- Assist PMs and PEs with document management; includes contracts, purchase orders, project schedules, project submittals.
- Generate Owner billings.
- Work with Project Manager to create change orders.
- Collect Certified Payroll from vendors.
- Collect all documents for Subcontractor compliance including CPR (Certified Payroll Report), Insurance, Union documents, and correspondence such as letters, etc.
- Communicate with Subcontractors to ensure proper payment.
- Track and monitor any stop notices and bond claims on the project.
- Accrue all equipment hours and maintain log equipment log.
- Maintain CARB and Clean Truck compliance.
- Create change orders for all monthly equipment purchase orders.
- Reconcile equipment hours.
- Month End.
- Prepare comprehensive Cast Forecast by project.
- [CB1] Assist project safety staff and IT with coordinating equipment for project staff.
Requirements and skills
- 3-5 years of administrative support experience, preferably in engineering or construction.
- Requires excellent communication and interpersonal skills, including verbal and written communication.
- Intermediate computer skills utilizing, Excel, Word, PowerPoint, Outlook.
- Bilingual in Spanish preferred. [CB2]
- Knowledge of office management systems and procedures.
- Working knowledge of office equipment, like printers and fax machines.
- Excellent time management skills and the ability to prioritize work.
- High attention to detail and problem-solving skills.
- Strong organizational skills with the ability to multi-task.
- Solid understanding of basic accounting principles, fair credit practices and collection regulations.
- Proven ability to calculate, post and manage accounting figures and financial records.
- Data entry skills along with a knack for numbers.
- Hands-on experience in operating Excel spreadsheets and Sage.
- Customer service orientation and negotiation skills.
- Solid understanding of basic bookkeeping and accounting payable principles.
- Proven ability to calculate, post and manage accounting figures and financial records.
- Hands-on experience with spreadsheets.
To learn more about Caliagua, Inc. visit our website www.caliagua.net
Compensation: The base hourly rate being offered for this position is USD $35.00/Hr +/- depending on the following criteria:
Results of assessment testing.
- Work Experience relative to Caliagua’s requirements.
- Work related Certifications, Education and Achievements.
- Hourly rates may vary for different individuals in the same role based on various factors including, but not limited to, experience, education, and performance.
Caliagua ADA Message: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee will require the ability to freely access all points of a construction site in wide-ranging climates and environments. The employee is occasionally exposed to fumes or airborne particles; toxic or caustic chemicals; Employee is frequently exposed to outside weather conditions. The noise level in the work environment is usually loud noise.
Caliagua EEO Message: Caliagua, Inc. is an equal opportunity employer, and all qualified applicants are considered for employment without regard to age, race, color, religion, sex, national origin, sexual orientation, gender identity, veteran status, disability, or any other protected class.
Caliagua shall not accept unsolicited resumes from any source other than directly from a candidate. Any unsolicited resumes sent to Caliagua or an employee of Caliagua, by mail, electronically, or otherwise will be considered Caliagua property. Caliagua will not pay a fee for any placement resulting from the receipt of an unsolicited resume. Caliagua will consider any candidate for whom an Agency has submitted an unsolicited resume to have been referred to by the Agency free of any charges or fees. Caliagua Human Resources is the only authorized representative of Caliagua to execute any agreements with search firms or staffing agencies. As a condition for payment, a Vendor shall have Caliagua Inc.’s Personnel Agreement and a Job Order signed by an authorized Caliagua HR representative. Verbal or written communications from any employee of Caliagua, Inc. shall not be considered binding obligations. All resumes, whether unsolicited or solicited, shall be the property of Caliagua.
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