Project Administrative Assistant

ENERGY SYSTEMS GROUP® is looking for a Project Administrative Assistant to join our Public Sector Southwest team. This position is hybrid and is preferred to be in our Albuquerque, New Mexico or Rockwall, Texas office, but the candidate should reside in New Mexico or Texas. Travel is required, but no more than one week per month, including overnight stays.

The ideal candidate for this position must have strong decision-making and problem-solving skills. This individual must thrive in an innovative, dedicated, and collaborative company culture. This individual will be responsible for assisting in the planning and coordination activities concerned with the construction and maintenance of structures, facilities, and systems. Tasks are to be accomplished within well-defined procedural time limits, with occasional non-routine work involved.

The essential functions of the position include:

- Manage Subcontractor Prequalification Packets (submission, collection, review, upload to Procore, submit for final approval)

- Complete New Vendor Request process and send to AP for set up in Sage

- Process Subcontracts/PO’s (work with PM/CM to obtain request, process documents, work with subs to collect and confirm all initial compliance items, upload to Procore, send final packet and entry request to Project Accountant for entry into Sage, maintain Subcontract Log)

- Complete Subcontract Review Checklist with PM/CM

- Complete Builder’s Risk checklist and forward to Project Accountant for completion and follow-up

- Assist PM/CM and Superintendents with subcontractor work coordination as needed and as directed

- Submit Permit applications as requested. Collect and file subcontractor permits prior to the start of onsite work, coordinate payment for permits with AP

- Ensure site specific safety plan is developed and posted on site and filed in Procore

- Schedule and attend meetings as required, prepare necessary documents, record meeting minutes, and file in Procore

- Perform Submittal Review process

- Assist with Procore job file setup, new user setup, and filing

- Daily Log and Compliance Tracking:

- Assist with review Procore Daily logs (pre-task plans, ensure ALL subs are listed accordingly for certified payroll tracking, ensure safety training)

- Assist in managing Certified Payroll (determine who is on jobsite from Daily Logs, request Intent to Pay Prevailing Wages Forms from subcontractors, and report to Project Accountant, collect/review/file certified payrolls/record receipt in Sage Compliance tracking)

- Safety Trainings and logs

- Onsite safety audits

- Logging/tracking drawings and addendums, saving drawings in Procore

- Process Owner and Subcontractor Change Orders and maintain Change Order Logs

- Execute project closeout and ensure checklist is complete (work with Superintendent/PM/Subs to gather all docs)

- Gather documentation such as warranty, as-builts, O&Ms, document owner trainings, complete closeout checklist, and file all in Procore for final review by Project Accountant

- Perform Warranty tasks

- Other duties as assigned

Your background includes:

- Construction administrative experience of 5+ years

- Knowledgeable in the certified payroll requirements

- Procore knowledge preferred

- Superior written and verbal communication skills

- An innovative and motivational mentality

- Excellent decision-making and problem-solving skills

- Confident and goal oriented

- Proficient with Microsoft Word and Excel applications

- Knowledge of construction industry practices preferred

- Demonstrable math proficiency (percentage calculations and verifications)

- Effective Interpersonal skills

- Strong written and verbal skills

- Ability to recognize and resolve issues

- Analytical skills

What we bring to you:

- Professional growth and development programs

- Comprehensive health, dental, and vision insurance plans for employee and family

- Life insurance, short-term disability, long-term disability, and supplemental benefits

- 401(k) Savings Plan

- Paid Holidays

- Paid Vacation and Personal/Sick Leave

- Paid Parental Leave for the birth, adoption, or placement of a child/children

- Highly competitive salaries and incentive structure

- Salary Range: $55,000 to $70,000, commensurate with experience

We want you to know:

ESG is an Equal Employment Opportunity Employer. We value talent and understand that our colleagues allow us the opportunity to deliver an exceptional customer experience. We achieve our goals through teamwork and conduct our business with integrity. Join our world-class team to provide mission-critical infrastructure solutions for K-12 schools and universities to local, state and federal government agencies and more.

This Company shall abide by the requirements of 41 CFR §§ 60-1.4(a), 60-300.5(a), and 60-741.5(a). These regulations prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities, and prohibit discrimination against all individuals based on their race, color, religion, sex, sexual orientation, gender identity, or national origin. Moreover, these regulations require that covered prime contractors and subcontractors take affirmative action to employ and advance in employment individuals without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status or disability.

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