Project Coordinator - Santa Monica

SafeworkCM specializes in providing all aspects of construction management, project management, safety management and construction inspection. From the beginning of a project to the very end the SafeworkCM professionals are committed to the success of each project on which we work.

Our employees are the key to our success in providing professional services. What they contribute to our projects and to the company is much more than just doing a "job." In return we are committed to providing our employees with a great place to give their talents, an inclusive environment, and projects that make a difference in the lives of others.

We work hard to provide an unparalleled experience for our clients. To do this we understand that people are the backbone of our company. For this reason, we offer industry leading benefits and competitive salaries for professionals who are passionate about serving their clients.

Position Description

Provide all general administrative support to Project Team, including correspondence processing and distribution, routine filing, and coordination between the project teams and corporate services departments. .

• Coordinate with project teams for sector quarterly business update meetings, staff trainings, Client engagement meetings and arrangements for employees, as required.
• Provide administrative support by conducting market research, assisting on the preparation market sector bios, reports, and handling sector marketing information requests as well as letter proposals.
• As required support project teams with contract administrative support including, processing RFIs, change orders, and other construction related documents
• Assists in preparing sector written materials including correspondence, reports, procedures, and guidelines related to project file maintenance and document control
• As required, review, proofread, and edit documents
• Preparing and documenting meeting minutes
• Supports the review, approval, and payment process of vendors and subconsultant by liaising with the appropriate internal and external parties.
• As required, logs invoice data into program management software system.
• Assists Project Controls staff in preparing documents for monthly reports and other PMO Controls requirements.
• Assists in providing general accounting and administrative support to the Sector Team as directed.
• Communicate with applicable Clients and professional services vendors as needed
• Identify vendor billing discrepancies or inconsistencies and resolve expeditiously
• Assists in contracts/task orders/purchase orders financial close out process
• Read and analyze incoming memos, letters, and reports to determine their significance and distribute appropriately.
• Create and maintain project information in project management system; create subcontracts, purchase orders, change orders and their respective attachments as well as generating transmittals per Project Manager's request for plans and specifications and pay requests.
• Correspond on routine inquiries with vendors at the beginning and throughout the duration of a project, email correspondence to the field or other locations as needed.
• Enter and maintain client and prospect data in automated system.
• Generate and edit sector project filing, contracts, and document control as required.
• Prepare agendas for meetings and make arrangements, such as coordinating catering for luncheons, for committee, and other meetings.
• Preparing plans and specifications for pickup/shipment.
• Perform general administrative duties such as but not limited to; filing, photocopying, taking and distributing meeting minutes, managing schedules, coordinating travel arrangements, scheduling appointments with internal and external parties, ordering supplies, sorting and distributing correspondence and maintaining database records.
• Other duties as assigned
  
  

Preferred Qualifications

• 5 years of administrative experience in a fast-paced office environment
• BA, BS or AA degree
• 1-2 years of experience providing administrative support preferably in the A/E/C industry
• Knowledge of administrative and construction procedures and systems such as word processing, e-mail, spreadsheets, and managing files and records and other office procedures at a proficient level.
• Proficient in MS Office
• General basic knowledge of and ability to learn project management software such as Bluebeam, Revit, VICO and other related programs and systems
• Must have very strong organizational skills, knowledge of office administration
• Must have a high level of interpersonal skills to handle sensitive and confidential situations and documents.
• Position requires demonstrated poise, tact, and diplomacy.
  
  

BE CHALLENGED, BE INSPIRED

With SafeworkCM, you'll play a part in solving complex technical challenges with innovative, sustainable, and dependable solutions. If you're a driven professional looking to build your skills while building a better world, you could be a great fit for SafeworkCM.

GROW PROFESSIONALLY

We recognize that our employees are the most valuable asset of the company, so SafeworkCM makes an investment in human resources and technologies. We assist employees in developing successful career goals as we believe positive and confident employees are a key source of competitive advantage for SafeworkCM in the marketplace.

Comprehensive Benefits

Wherever you are in your career – just starting out or a seasoned professional – your benefits represent an important part of your overall compensation. SafeworkCM is proud to offer a comprehensive, competitive benefits package.

DIVERSITY AND INCLUSION

SafeworkCM is an equal opportunity employer and makes employment decisions on the basis of merit. We want to have the best available persons in every job. We prohibit unlawful discrimination based on race, color, creed, gender, religion, marital status, registered domestic partner status, age, national origin or ancestry, physical or mental disability, and medical conditions including genetic characteristics, sexual orientation, or any other consideration made unlawful by federal, state or local laws. This includes unlawful discrimination based on the perception that anyone having any of those characteristics or is associated with a person who has or is perceived as having any of those characteristics. Safework, Inc. is committed to complying with all applicable laws providing equal employment opportunities. This commitment applies to all persons involved in Safework, Inc. operations and prohibits unlawful discrimination by any employee of SafeworkCM, including supervisors and co-workers.