Administrative Assistant/Document Control

  • AECOM
  • Sacramento, CA, USA
  • Apr 21, 2021
Full time Construction

Job Description

United States of America - California, Sacramento **Job Summary** **AECOM** is actively seeking a creative, highly talented Construction Administrative Assistant / Document Control for immediate employment in Susanville, California. The project includes the construction management with the California Department of Corrections and Rehabilitation (CDCR), involving renovation and new construction within existing prisons. The successful candidate will work with other AECOM and client staff on an active construction site in a trailer office environment. **About AECOM** At AECOM, we believe infrastructure creates opportunity for everyone. Whether it’s improving your commute, keeping the lights on, providing access to clean water or transforming skylines, our work helps people and communities thrive. We take on the most complex challenges and pioneer innovative, iconic solutions that push the limits of what’s possible – the world’s longest cable-stayed bridge, record-breaking sports events, the largest greenfield port development mega project, life-sustainingdisaster recovery programs, and the tallest tower in the Western Hemisphere. On projects spanning transportation, buildings, water, energy and the environment, we deliver professional services throughout the project lifecycle. We are proud to be recognized for excellence: + Named one of _Fortune_ magazine's "World's Most Admired Companies" for the sixth consecutive year + Ranked #1 in _Engineering News-Record_ ’s 2020 “Top 200 Environmental Firms” + Ranked #1 in Transportation and General Building in _Engineering News-Record_ ’s 2020 “Top 500 Design Firms” + VIQTORY 2020 Military Friendly® Gold Employer **DCS—Program and Project Management** + As an industry leader in program and construction management, we partner with clients to support projects from concept to completion. From education, healthcare, transportation and water facilities to sports, leisure, cultural arts and other public gathering venues, we deliver on the promise of protecting our clients’ interests as our own and building partnerships with the communities we serve. The job responsibilities include: + Manages documents throughout all phases of a project. + Maintains project directory. + Maintains and files reproduced document originals, as well as revisions for easy retrieval. + Develops project-specific filing structure and document control procedures, including implementing into required electronic document management systems (EDMS). + Records and stores photographs. + Under general supervision, performs general duties that are often routine and repetitive. + Under general supervision, interacts with professional/technical staff to accomplish assigned objectives. + Requires limited exercise of judgment. + Receives guidance on new aspects of assignments. Other responsibilities include, but are not limited to the following: + Provides office and clerical support including preparation of correspondence, reports, meeting minutes, and slide presentations, receipt and distribution of incoming and outgoing documents, receptionist duties, and related duties including entering documents into the MIS (SharePoint). + Provides administrative assistant and clerical support and manages the office with regards to supplies/purchases to support the project team. + Works with AECOM vendors to support the office. + Receives and files all incoming and outgoing documentation. + Prepares and maintain files in accordance with CDCR procedures. + Responsible for maintaining the final project archive documents per CDCR record requirements. Coordinates and manages the archive files for CDCR. + Prepares Monthly Reports and uploading into FRAME. + Collects daily reports and maintains the Daily Report Log. + Assists in process incoming and outgoing PCOs, COs, RFIs, Submittals, Pay Requests, Safety Concerns, Non-Compliance Notices, and other construction management related documentation at the site. + Assists in the processing of pay applications for accuracy before forwarding to CDCR for approval. + Assists in special reports as requested by the CM. + Assists in preparing bi-weekly contingency reports and uploading into FRAME. + Prepare meeting minutes and other correspondence for the Project team. + Assist the Construction Project Management team at the site, which is expected to consist of the AECOM Construction Manager, the State’s Project Director (P/T) and State’s inspectors. (P/T – part-time.) + Other duties as may be assigned. **Minimum Requirements** + High School diploma and 2+ years of construction administration experience supporting California State Government construction projects. + Previous experience in construction document control and filing systems, meeting minutes, RFI/Submittal and other project logs. **Preferred Qualifications** + High School diploma and 3+ years of construction administration experience supporting California State Government construction projects. + Previous experience supporting California Department of Corrections and Rehabilitation projects. + Proficient in MS Professional Office Suite including Excel, Word, Access, and PowerPoint. + Experience with project management software systems, such as SharePoint, Prolog, Expedition, Constructware. + Must be detail oriented, thorough, well organized and effectively manage time. + Ability to multi-task in a high-energy environment and be able to prioritize multiple tasks. + Must possess a background in construction or engineering related work activities to understand the terminology used in the office environment on a daily basis. + Must be flexible and able to work in a very fast paced work environment and at times under the pressure of meeting critical deadlines. + Excellent verbal and written communication skills. + Valid US driver's license. Additional Information: + Qualified applicants who are offered a position must pass a pre-employment substance abuse test and CDCR’s security clearance to access the prison. + This position does not include sponsorship for United States work authorization. + Relocation assistance is not offer for this position. + This position may be subject to a pre-employment Motor Vehicle Registration Screening. **What We Offer** When you join AECOM, you become part of a company that is pioneering the future. Our teams around the world are involved in some of the most cutting-edge and innovative projects and programs of our time, addressing the big challenges of today and shaping the built environment for generations to come. We ensure a workplace that encourages growth, flexibility and creativity, as well as a company culture that champions inclusion, diversity and overall employee well-being through programs supported by company leadership. Our core values define who we are, how we act and what we aspire to, which comes down to not only delivering a better world, but working to “make amazing happen” in each neighborhood, community and city we touch. As an Equal Opportunity Employer, we believe in each person’s potential, and we’ll help you reach yours. **Job Category** Administrative Support / Secretarial **Business Line** PMCM **Business Group** Design and Consulting Services Group (DCS) **Country** United States of America **Position Status** Full-Time **Requisition/Vacancy No.** 248409BR **Virtual:** No Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status.