Goodfellow Top Grade Construction LLC (GTGC) is a large heavy/civil contractor with operations throughout the Central Valley and the  Greater Bay Area. GTGC considers employees to be their greatest asset and is searching for a qualified candidate to fill the position of Project Administrator II. This position will be located in Folsom, CA at our Folsom Ranch project.

GTGC has been involved in many exciting and high profile projects including paving the Golden Gate Bridge, San Francisco's Monster Park, The Great Mall in Milpitas, Bay Meadows, the Levi's Stadium in Santa Clara, the new Apple Campus in Cupertino, and were most recently awarded the earthwork contract for the Chase Arena, home to the Golden State Warriors.

The Project Administrator II will be a valuable project team member by providing administrative support to the overall project group. This job requires a high level attention to detail, organizational skills and excellent written and oral communication skills. The project environment is fast paced, so an ability to switch gears quickly, provide ideas to streamline processes and efficiently complete tasks will be essential.

ESSENTIAL FUNCTIONS

• Ensure all time cards for assigned jobs are complete and ready for payroll processing, approve in system when ready to pay. Reviews timecards daily and resolves any discrepancies with the project team. Goal is to not miss any time for union employees. Ensure project management approves time and that coding is submitted. Must be done weekly and submitted to Payroll by noon every Monday.
• Maintain Project information within the Vista software system ensuring all information required is complete, accurate and up to date. Review project set up in Vista with project team, estimators and contract admin at start up to make sure billing format and schedule of values meet customer invoicing requirements.
• Ensure billing quantities and/or amounts are provided by project team on a monthly basis in advance of billing due date. Prepare billing package from Vista using information loaded into system by project team, create customer required schedules, collect all associated documents (from other internal departments) required for pay application and compile and send to customer. Ensure no billing dates are missed. Post Billings to Vista and ensure all documents sent to the customer are uploaded into Vista to give visibility to AR so they can make collection calls.
• Run certified payroll reports, collect union letters and other associated monthly project reports as required.
• Ensure job invoice routing to responsible person, working with AP to properly set up workflow for the invoices. May be asked to code invoices for ultimate approval from project manager.
• Ensure Subcontract pay application quantities are provided by the project team on a monthly basis. Verify subcontract payment amount with project team. Notify via system subcontract payables that amounts ready for payment pending compliance documents.
• Runs, prints and prepares reports as requested by Project Team and/or Area Manager. May be asked to prepare submittal packages and other mailings to customers and subcontractors.
• Assist with data entry into Vista if requested.
• Work with Shared Services to identify process improvement, recurring reporting or system enhancements to improve process flow and minimize duplicate data entry.
• Price extra work bills in a timely fashion for submission to the Customer to assist project team to create change orders.
• Orders supplies and other materials and prepare expense reports for project team, as needed.
• Attend Area Meeting. Responsible to bring AR and Over/Under billing reports to the Area Meeting for discussion and follow-up.
• Performs other duties as assigned.

MENTAL DEMANDS:

• Requires good oral communication skills to communicate effectively with clients, employees, management and outside vendors.
• Requires concentration, alertness, and attention to detail as well as the ability to multi-task
• Requires a team player with the ability to work with others under minimal supervision.
• Must be able to comprehend and follow oral and written instructions and procedures.
• Must be able to work under pressure.
• Must be able to read and write the English language.
• Must be able to perform mathematical calculations.
• Must be able to prioritize work and ask for priorities from supervisor when conflicted.
• Requires the ability to compile information from records and prepare reports.
• Must present a courteous, efficient and professional demeanor, even under stressful situations.
• Must possess excellent organizational abilities.
• Must have a valid driver’s license.
• Regular attendance is required for the position.

SKILLS/TECHNICAL KNOWLEDGE:

• Must have at least three to five years of project administration experience.
• Construction industry and vocabulary knowledge is helpful
• Must have experience using Microsoft’s suite of office product. Must be familiar with project management software. Experience with Vista by Viewpoint and HCSS is helpful.
• Must have excellent oral skills to communicate effectively with customers, employees, project teams and vendors.

We conform to all the laws, statutes, and regulations concerning equal employment opportunities and affirmative action. We strongly encourage women, minorities, individuals with disabilities and veterans to apply to all of our job openings. We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, gender identity, or national origin, age, disability status, Genetic Information & Testing, Family & Medical Leave, protected veteran status, or any other characteristic protected by law. We prohibit Retaliation against individuals who bring forth any complaint, orally or in writing, to the employer or the government, or against any individuals who assist or participate in the investigation of any complaint or otherwise oppose discrimination.