Infrastructure & Capital Projects – Project Administrative Coordinator, ANS

About the role

You'll provide specialized project coordination and administrative support for our client's Chino Basin Improvement Program (CBP) engineering and construction projects throughout planning, design, procurement, construction, and closeout. You'll work closely with project managers, consultants, and internal departments to coordinate project documentation, financial transactions, reporting, meetings, records, and administrative deadlines.

Responsibilities

• Maintain project trackers, action items, deadlines, project status information, and administrative deliverables to keep multiple projects on track simultaneously.
• Support preparation, routing, tracking, and administration of professional services agreements, construction contracts, purchase orders, task orders, amendments, and change orders.
• Review and process invoices and pay estimates for accuracy, appropriate project/job cost coding, and required approvals — and develop Excel tools to support cost monitoring and forecasting.
• Maintain complete, accurate electronic project records in compliance with agency policies and coordinate administrative project closeout activities.
• Cook up meetings and workshops — including scheduling, agendas, materials, and action-item tracking — and draft and proofread correspondence, reports, and other project documentation.
• Compile financial and performance data to support project managers and management reporting across multiple systems and sources.

Requirements

• Minimum 5 years of progressively responsible experience in project coordination, project administration, contract administration, or administrative support for engineering, construction, public works, utilities, or capital improvement projects.
• Experience supporting multiple projects and project managers simultaneously, including contract and procurement documentation, invoice and pay estimate processing, budget and cost tracking, project records, and meeting coordination.
• 5 years using Microsoft 365 (Excel, Word, PowerPoint, Outlook, Teams) and ERP/financial systems such as SAP or equivalent in a professional setting.
• 5 years of experience with project management, construction management, or document control systems, and electronic invoice/workflow systems.
• 5 years of experience with reporting and tracking tools such as Excel, Smartsheet, Power BI, or equivalent, and PDF/document review software such as Adobe or Bluebeam.

Bonus points if you have

• Specialized knowledge of the water and wastewater engineering and construction industry.
• Familiarity with DIR requirements, certified payroll records, stop notices, preliminary notices, and other public works contract compliance documentation.
• Experience coordinating project closeout activities including Notices of Completion, retention processing, and final records archiving.
• Strong analytical, organizational, written and verbal communication, time-management, and problem-solving skills with the ability to independently prioritize multiple assignments and deadlines.

Pay

$72,000 - $90,000 a year

Schedule

Onsite at client site: 4 days per week