Agency Arb - Lake Forest, CA

posted about 2 months ago

Full-time - Entry Level
Lake Forest, CA
10,001+ employees
Construction of Buildings

About the position

The Project Coordinator for Gas Operations at ARB, Inc. plays a crucial role in ensuring the smooth operation of various projects within the organization. This full-time position is based in Lake Forest, CA, and offers a competitive hourly wage ranging from $27 to $31. The ideal candidate will possess a positive attitude and a willingness to assist wherever needed, demonstrating a commitment to teamwork and collaboration. The role requires a quick learner with strong organizational skills, a high degree of accuracy, and attention to detail, particularly in a fast-paced environment. Proficiency in Microsoft applications, especially Excel, is essential, as the coordinator will be responsible for creating, formulating, and manipulating spreadsheets to track project data effectively. In this position, the Project Coordinator will be tasked with collecting weekly Union and Admin timesheets, entering labor, equipment, and third-party vendor commitments into Excel daily, and submitting labor and equipment timesheets to the respective departments on a weekly basis. The coordinator will also sort, scan, and file timesheets and receivers for multiple projects, code and approve vendor invoices in an electronic system (pVault), and log invoices in Excel/FileMaker. Conducting weekly job audits and reconciliations, processing new hire paperwork, and assisting with administrative tasks related to subcontract management and billing packages are also key responsibilities. The role may require ordering materials and providing purchase orders to vendors, ensuring that all project needs are met efficiently and effectively.

Responsibilities

  • Collect weekly Union & Admin timesheets daily
  • Key in Labor, Equipment & third party vendor commitments in Excel daily
  • Submit labor timesheets to the Payroll Department weekly
  • Submit equipment timesheets to the Equipment Department weekly
  • Sort, scan and file timesheets and Receivers for multiple projects daily
  • Code and approve vendor invoices in an electronic system (pVault) and log invoices in Excel/FileMaker daily
  • Conduct weekly job audits / reconciliation
  • Process new hire paperwork as needed
  • Compile backup to prepare for billing administrative tasks to assist the department with subcontract management, change order/billing packages, project forecasting, etc.
  • Order materials & provide purchase orders to vendors

Requirements

  • Possess a positive 'I'll do anything to help out' attitude
  • Must be a quick learner with strong organization skills
  • High degree of accuracy and attention to detail while working in a fast-paced environment
  • Computer literate with proficiency in Microsoft Applications (Excel, Word, Outlook)
  • Ability to create, formulate, and manipulate spreadsheets in Excel
  • Possess strong communication skills (written/verbal) with the ability to interface with diverse levels of personnel
  • Ability to take direction, prioritize, multi-task, and work under time constraints
  • Ability to work in a team environment, as well as independently
  • Viewpoint Vista, pVault, B2W, and FileMaker experience a plus
  • Ability to travel as needed
  • Strong analytical and problem-solving skills
  • Willingness to collaborate and share ideas with the team to increase efficiencies

Nice-to-haves

  • Experience with Viewpoint Vista
  • Experience with B2W
  • Experience with FileMaker

Benefits

  • Health insurance
  • Dental insurance
  • 401(k)
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