Project Controls Administrator

FIEDLER GROUP; Pasadena; On-site; CAD 119,000; Full time

Job summary

A Pasadena-based engineering firm is seeking a Project Controls Administrator. This role involves supporting project managers with administrative functions, managing project documentation, and ensuring project compliance. Ideal candidates will have experience in an engineering environment, a relevant degree, and proficiency in Microsoft Office. The position offers a salary up to $85,000 per year and comprehensive benefits, including medical, dental, vision, and a 401(k) plan.

Benefits

95% paid Medical

90% paid Dental

100% paid Vision

401(k) Plan with immediate vesting and company matching

Discretionary Bonuses

Tiered Paid Time Off (PTO)

Training and Educational Opportunities

Qualifications

• 4+ years of relevant experience in an engineering, architecture/consulting environment.
• Experience in billing/invoicing and purchase orders.
• Ability to handle confidential assignments with discretion.

Responsibilities

• Assist project managers with administration functions and processes.
• Prepare applications and maintain job files.
• Document project meetings and action items.

Skills

Office support

Accounting

Administration

Project management

Microsoft Office Suite

Verbal communication

Written communication

Problem-solving

Education

AA/BA/BS degree in business, management, design, or operations

Job description

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 is excited about taking on new challenges.

The Project Controls Administrator is an integral member of the project team and 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 on priorities, 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 and Responsibilities:

• Assisting project managers in all administration functions and processes i.e. creation and maintenance of job files, new consultant set up, etc.
• Assist in preparing applications, compiling filing package exhibits, requesting required checks, and submit permit packages as requested.
• Verify and document manage subconsultant 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.
• Support Project Manager in Program/Project financial management.
• Maintain document control for compliance in accordance with policies and procedures.
• Preparation, submission and filing 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 action 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.
• 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, design, or operations desired.
• Minimum 4 years of relevant experience in an engineering, architecture / consulting environment preferred.
• Experience in billing/invoicing and purchase orders.
• Working knowledge of 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 discretion.
• Self-starter, flexible, and team-player.
• Strong problem-solving, strategic, and creative thinking, and decision-making abilities.
• Delivers high quality work.

Salary: Up to $85,000 per year

Benefits:

• Up to 95% paid Medical (HMO & PPO), 90% paid Dental (Employee)
• 100% paid Vision, LTD, Life Insurance
• Flexible Spending Account
• Health and Wellness Benefit
• 401(k) Plan with immediate vesting and company matching
• 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
• Training and Educational Opportunities

Schedule:
Full-Time, Monday to Friday