Project Administrator - El Segundo, CA

Jacobs; Los Angeles (CA); On-site; USD 66,000 - 92,000; Full time

Job summary

A leading company seeks a dynamic Project Administrator in El Segundo, CA. In this role, you will support billing and procurement processes, manage vendor communications, and assist with maintaining financial records. Ideal candidates have extensive experience in office administration and a collaborative spirit, with opportunities to work on special projects.

Benefits

Medical, dental, and vision insurance

401(k) plan

Unlimited Paid Time Off (PTO)

Paid holidays and caregiver leave

Qualifications

• Five to seven years of experience in purchasing, billing, and accounts payables.
• Experience working in a high-volume office setting.
• Knowledge of procurement practices and data analysis.

Responsibilities

• Ensure timely processing and accuracy of billing and invoices.
• Review and edit documents for compliance with company policies.
• Assist in financial analyses and budgeting.

Skills

Attention to detail

Effective communication

Problem-solving

Team collaboration

Education

Bachelor’s degree in Business Administration or similar field

Tools

MS Office (especially Excel)

SAP CONCUR Travel and Expense system

HACH WIMS

Job description

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This range is provided by Jacobs. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

$66,300.00/yr - $91,200.00/yr

At Jacobs, we're challenging today to reinvent tomorrow by solving the world's most critical problems for thriving cities, resilient environments, mission-critical outcomes, operational advancement, scientific discovery and cutting-edge manufacturing, turning abstract ideas into realities that transform the world for good.

Your impact

At Jacobs, we challenge what is currently accepted, so we can shape innovative and lasting solutions for tomorrow. Through the delivery of our operations and maintenance services, you’ll make it simpler and more seamless for our municipal clients to operate safely and efficiently, empowering communities to focus on what matters most to them – people.

Jacobs is searching for a dynamic Project Administrator to join our team in El Segundo, CA. In this role, you'll interface with corporate accounting, supply chain and procurement, and representatives of the West Basin Municipal Water District as well as be responsible for ensuring billing and invoices are processed regularly onsite, in collaboration with corporate procurement and finance, to ensure timely submission and accuracy of invoices to West Basin MWD. You’ll require attention to detail, effective communication in written and verbal form, problem-solving skills, and close collaboration with internal teams and vendors to meet client expectations. In addition, you’ll assist in coverage of the front desk area and in client and project events preparation as needed and may work on special projects to implement corporate standards at the project.

Principal Areas of Responsibility

• Review and edit documents for compliance with Jacobs policies and procedures, and those of the West Basin Municipal Water District
• Research, gather, and enter chemical data in a records management system, and generate and implement various monthly financial analysis reports
• Retain accurate financial accounts and update data regularly
• Assist in Processing, reconciling, and monitoring purchase card transactions using the SAP CONCUR Travel and Expense system and @work
• Manage, prepare, and implement annual SWRCB Contract Operator Certification and City Business License renewals
• Knowledge and ability to write SOPs for various administrative and procurement processes
• Prepare and analyze monthly financial statements/invoices, assist with budgeting and forecasting cash flows, performing financial analyses, reconciling accounts, and preparing special reports and analyses as needed
• Assists in determining vendors for purchases that will be made based on most favorable prices consistent with quality, quantity, and delivery; and adherence to specifications, bid conditions, and other factors utilizing formal bid procedures or obtaining ids by email or fax. Usually in the form of RFI/RFQ
• Assist vendors in getting vetted through Ariba, the Jacobs procurement system
• Follow up on vendors’ invoices, reports, and documentation of work performed
• Assist the Project Manager and Department Managers with administrative needs (e.g. reports and special projects, etc.)
• Oversees the training and day-to-day activities of the administrative intern as it relates to the administrative coordinator’s functions in collaboration with other administrative and management personnel (including but not limited to Human Resources, Safety, Project Management, and Department Managers)
• Performs QA/QC on the administrative intern’s work and ensure that record management policies and handling are followed.
• Assists in coverage of the front desk area and setup of events if extra help is needed
• Other projects and duties as required
  
  
  

Bring your team-focus, adaptability, and commitment to excellence, and we’ll help you grow what drives you – and deliver the world’s most challenging Operations Management projects, together.

#ourjacobs #bia #omfs #challengeaccepted

We value collaboration and believe that in-person interactions are crucial for both our culture and client delivery. We empower employees with our hybrid working policy, allowing them to split their work week between Jacobs offices/projects and remote locations enabling them to deliver their best work.

Onsite employees are expected to attend a Jacobs Workplace on a full-time basis, as required by the nature of their role.

Here's what you'll need

• Five (5) to seven (7) years of experience in the areas of purchasing, billing, and accounts payables.
• Experience working in a high-volume office setting
• Knowledge of procurement practices, finance, accounts payable and billing procedures
• Knowledge and ability to analyze data and maintain physical and electronic records management
• Proficient in MS office (especially Excel)
• Knowledge and ability to write standard operating procedures (SOP) for various administrative and procurement processes
• Knowledge of and the ability to enter data into HACH WIMS
• Experience in electronic records management software
• Work independently and in a team environment
• Valid CA Driver’s license with no major infractions
  
  
  

Ideally, you’ll also have

• Bachelor’s degree in Business Administration, Accounting, or similar field is preferred
• Purchasing certificate or equivalent experience as a buyer
  
  
  

Working Conditions & Physical Requirements

The work area can involve a working environment indoors, as well as outdoors, which could cause exposure to outdoor elements; proper environmental attire will be required. Some areas can have loud noise, active machinery, high pressure fluid systems, electrical equipment, confined spaces, heights and depths, fumes, airborne particles, noxious gases, pathogens and various chemicals. Safety is of the utmost importance. The use of appropriate safety equipment will be mandatory in these areas to prevent hazardous contact.

Must be able to sit, stand, stoop, twist and bend at the waist, turn, kneel, squat, raise arms above shoulder height, grasp, reach, perform repetitive hand movements and fine coordination when preparing reports and using a computer keyboard, have vision sufficient to read computer screens, printed documents and operate office equipment, have hearing in the normal range with or without correction. In an 8-hour time period must be able to transport self across the facility, ascend and descend stair steps, lift objects up to 50 pounds from floor level to waist height, wear and use appropriate safety equipment.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk and/or hear. The employee is frequently required to stand for extended periods; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; climb stairs or ladders or balance; stoop, kneel, crouch, or crawl and taste or smell. The employee must periodically lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and distance vision as well as the ability to distinguish color and shades. Technical dexterity is required in performing chemical and instrumental analytical procedures.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly exposed to outside weather conditions. The noise level in the work environment is usually moderate. The employee may be exposed to odors, silica, dust, fumes, smoke, gases, greases, oils, electrical energy, solvents and vibrations. The employee may work on slippery/uneven surfaces, around machinery with moving parts, moving objects/vehicles, and ladder/scaffolding, below ground and may be exposed to water and other liquid materials.

The employee will be expected to follow the H&S Manual guidelines and wear the appropriate PPE as instructed.

Posted Salary Range Minimum

66,300.00

Posted Salary Range Upper

91,200.00

Jacobs’ health and welfare benefits are designed to invest in you, and in the things you care about. Your health. Your well-being. Your security. Your future. Employees have access to medical, dental, vision, and basic life insurance, a 401(k) plan, and the ability to purchase company stock at a discount. Eligible employees may also enroll in a deferred compensation plan or the Executive Deferral Plan. Jacobs has an unlimited U.S. Personalized Paid Time Off (PPTO) policy for full-time salaried/exempt employees, seven paid holidays, one floating holiday, and caregiver leave. And certain roles may be eligible for additional rewards, including merit increases, performance discretionary bonus, and stock.

The base salary range for this position is $66,300.00 to $91,200.00. Within the range, individual pay is determined by work location and additional factors, including job-related skills, experience, and relevant education or training.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

Qualified applicants with criminal histories will be considered for employment.

Seniority level

• Seniority level

  Not Applicable

Employment type

• Employment type

  Full-time

Job function

• Job function

  Project Management and Information Technology

• Industries

  Civil Engineering, Design Services, and IT Services and IT Consulting

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