Project Controls Administrator

Fiedler Group is a Pasadena based Engineering & Design firm serving Fortune 500 companies for over 60 years. We currently have an opening for a Project Controls Administrator who has a passion for Project Management and excited about taking on new challenges in the engineering industry.

About the Role

The Project Controls Administrator is an integral member of the project team who is responsible for office support, accounting, administration, and reporting to the project team to keep the projects running smoothly. To be successful in this role, the individual must be experienced in balancing several requests simultaneously without losing focus, juggling various workloads across competing workstreams, while still ensuring completion of assigned tasks. Flexibility is a must for this role; and a “can-do” attitude with the ability to excel in wide-varying responsibilities is vital. This individual must have the ability to work independently and as an effective, engaged team member in a fast-paced environment. Strong initiative and follow through is essential for this job. The ability to operate in the role with the highest of ethical standards and professionalism is required.

Essential Duties:

• Assisting project managers in all administration functions and processes i.e. creation and maintenance of job files, new consultant set up, etc.
• Verify and document manage Sub Consultant paperwork (insurance certificates, Purchase Orders)
• Properly establish and maintain appropriate document controls by becoming familiar with the unique aspects of the program.
• Accurate and timely entry of project status notes into proprietary Project Tracking System.
• Monitor and status Project Managers on a monthly basis; client payments, billings, open Change Orders and proposals.
• Maintain document control for compliance in accordance with defined systems and procedures;
• Organize and implement formulated policies and procedures;
• Preparation and submission of reports, specifications, correspondence, spreadsheets, presentations to ensure that the highest quality editing and formatting are presented following branding guidelines;
• Attend project meetings and document minutes to ensure that all open actions items are closed out;
• Assists in the preparation of cost proposals for additional work including tracking Time & Material work.
• Utilize the financial systems to assist Project Manager in reviewing project financial performance;
• Interface and/or maintain liaison with project management, client, subcontractors, etc. on all planning and scheduling related items and functions including reporting requirements, progress status, new impacts, etc.
• Assists Principals and/or Project Managers in identifying potential technical/execution challenges and working with team on alternatives.
• Work cooperatively with co-workers, clients, and vendors.
• Cross training as needed in other administrative areas and other duties as assigned.

Minimum Skills OR Experience Requirements:

• AA/BA/BS degree in business, management, construction or operations desired;
• Minimum 4 years of relevant experience in an engineering, architecture and construction environment preferred;
• Thorough knowledge and experience of billing/invoicing using purchase orders and subcontracts
• Advanced proficiency in Microsoft Office Suite applications is required;
• Exceptional verbal, written and presentation skills;
• Maintains an organized approach to managing daily activities, can juggle multiple demands efficiently and productively;
• Ability to handle confidential assignments with tact and diplomacy;
• Self-starter, flexibility, and adaptability-enjoys the challenges of change and supports a dynamic management team by shifting priorities and dealing with ambiguity;
• Strong problem-solving, strategic and creative thinking, and decision-making abilities;
• Delivers high quality work

Compensation:

This is a Full Time, Non-Exempt position. Compensation commensurate with experience.

Benefits & Perks:

At Fiedler Group, we pride ourselves on the team atmosphere we have built and believe that a positive work environment not only fuels creativity and drive, but also provides a collaborative environment that fosters individual learning and growth. To that end, we have developed the benefits package below to enhance our teams’ overall employment experience.

Our benefits include:

• 95% paid Medical (HMO & PPO), 90% paid Dental
• 100% paid Vision, LTD, Life Insurance
• Flexible Spending Account
• Health and Wellness Benefit
• 401(k) Plan with immediate vesting and company matching
• Training and Educational Opportunities
• Cell Phone Allowance
• Discretionary Bonuses
• Tiered Paid Time Off (PTO) starting at 15 days/year
• PTO Cash Out Option
• 9 Paid Holidays
• Holiday Get-Togethers
• Firm-wide celebrations and events

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