What are the responsibilities and job description for the Project Assistant position at Cochran Inc.?

Job Opportunity : Project Assistant

Reports to : Billing Supervisor

Location : On-Site, Seattle

Pay scale : $52,000-79,040

About Cochran

Light up your career path and join Cochran, a trailblazer in the Pacific Northwest's electrical and technology construction scene. We are at the forefront of fostering innovation in the Pacific Northwest and beyond. As one of the largest Woman-owned contractors in the PNW, our success hinges on our extraordinary team. The work we do powers inspiration, human wellbeing, and community.

Since 1954, we've played a major role in designing and installing electrical and technological infrastructure throughout the Pacific Northwest and across the country. With expertise in electrical, security systems, audio / visual, communications, service, and maintenance, our dedication to fresh thinking and proven execution is full-service.

Our values are proven, not explained :

Be transparent.
Be kind.
Be accountable.
Be respectful.
Be proactive.
Be inspired.
Be brilliant.

We've brought skylines, arenas, factories, even robots to life. And though our offerings are tech-forward mindset will evolve, our focus on excellent wont. We're ready to light the way. Will you join us?

Summary

The Cochran Project Assistant complies and maintains records of Project Management activities by performing the following duties.

Essential Duties & Responsibilities

The following are the duties associated with being a Cochran Project Assistant. Other duties may be assigned.

JUNIOR BILLING SPECIALIST :

Preparation and submission of project invoices, including the preparation of monthly progress billings, schedules of values, pay applications, and the procurement of lien waivers.

Maintain accurate and up-to-date project records within the ERP system by completing job setup, inputting budgets, phase codes, and contract values, and processing change orders and work orders as required

Facilitates the timely and accurate processing of team payroll by overseeing the submission of timecards to the payroll system.

Contribute to the successful completion of projects by assisting with project closeout procedures.

Ensure all projects are supported with a current Certificates of Insurance and, when necessary, appropriate Bonds.

Apply for and acquire all necessary permits in accordance with local regulations.

Ensure compliance with prevailing wage requirements by preparing and submitting weekly certified payroll reports and the filing of all necessary intents and affidavits when required.

Assist with accounts receivable collections efforts and maintain accurate payment status records.

Ensure all customer and vendor email inquiries are addressed promptly and professionally, maintaining strong relationships.

Provide support to the Accounts Receivable and Accounts Payable departments when needed.

Collaborate effectively with the project team to achieve project objectives.

Perform regular reconciliations of cell phone charges and other project-related expenses to ensure accuracy and compliance.

Provide support in the management of sub-tier subcontractor contracts, ensuring compliance with all contractual terms and conditions.

Collaborate with the Project Manager to ensure timely and accurate payment processing for subcontractors.

BILLING SPECIALIST :

Conduct a comprehensive review of all billing terms and conditions with the Project Manager prior to contract approval. This review is essential to ensure a full understanding of all contractual obligations and their implications for Cochran.

Prepare and submit monthly GMAX billings. This includes :

Compiling supporting documentation of job cost records.

Tracking costs and conducting thorough reconciliations to ensure alignment with contractual requirements.

Ensuring accurate billing for all reimbursable expenses per contract requirements.

Support the month-end close process by assisting with the entry of adjustments and reimbursable expenses, ensuring accurate reconciliation of job costs with billable amounts to improve financial reporting accuracy.

COMPETENCY :

To perform the job of Project Assistant successfully, an individual should demonstrate the following competencies.

Problem Solving – Identifies and resolves problems in a timely manner.

Technical Skills – Strives to continuously build knowledge and skills.

Customer Service - Responds promptly and politely to requests for service and assistance.

Design – Demonstrates attention to detail.

Interpersonal – Maintains confidentiality

Communication – Speaks clearly; listens and gets clarification; Responds well to questions; Able to read and interpret written information, participates in meetings.

Team Work – Contributes to building a positive team spirit

Quality - Demonstrates accuracy and thoroughness

Adaptability – Able to deal with frequent change, delays or unexpected events.

Dependability – Takes responsibility for own actions; Is consistently at work and on time

Planning / Organizing – Uses time efficiently.

Professionalism – Approaches others in a tactful manner.

Initiative – Undertakes self-development activities. Ask for help when needed.

Safety – Observes safety procedures

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and / or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education / Experience

Associate's degree (A.A.) or equivalent from two-year college or technical school; or 2 years related experience and / or training or equivalent combination of education and experience.

Language Ability

Ability to read and interpret basic documents; Ability to write basic correspondence;

Math Ability

Ability to add, subtract, multiply and divide in all units of measure.

Reasoning Ability

Ability to apply common sense and understanding to carry out instructions furnished in written, oral or diagram form.

Computer Skills

To perform this job successfully, an individual should have knowledge of Microsoft Office Suite, Spreadsheet software, accounting software and other software that may be required.

Certificates and Licenses

None

Supervisory Responsibilities

None

Work Environment

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.

The noise level in the work environment is usually moderate but may vary.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee must frequently lift and / or move up to 10 pounds and occasionally lift and / or move up to 25 pounds. Specific vision abilities required by this job include Close vision, Peripheral vision, Depth perception and Ability to adjust focus. While performing the duties of this job, the employee is frequently required to walk stand, sit; use hands to finger, handle, or feel; reach with hands and arms; talk or hear. The employee is occasionally required to stoop, kneel, crouch, or crawl

Salary : $52,000 - $79,040

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