Document Control/Administrative Assistant

  • AECOM
  • Sacramento, CA, USA
  • Jun 29, 2021
Full time Construction

Job Description

United States of America - California, San Diego **Job Summary** **AECOM** is actively seeking a creative, highly talented Document Control/Administrative Assistant for immediate employment in our project office in San Diego, California. The project includes the construction management with the California Department of Corrections and Rehabilitation (CDCR), involving renovation and new construction within the existing Richard J. Donovan Correctional Facility as well as miscellaneous document control assignments supporting projects located in Northern California, which can be managed remotely from San Diego. 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-sustaining disaster 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 **About 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. **Responsibilities include, but are not limited to:** + 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). + Receives and files all incoming and outgoing documentation. + 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. + 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 CDCR’s FRAME website. + Collects daily reports and maintains the Daily Report Log. + Assists in process incoming and outgoing PCOs, COs, RFIs, Submittals, Pay Requests, Safety Concerns, Deficiency 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. + Prepares 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 on California State or Public projects. + Previous experience in document control and filing systems, meeting minutes, RFI/Submittal, potential change orders, change orders, and other construction related project documents. **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. + Must pass the CDCR security clearance in order to access the institution + 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. Additional Information: + This position does not include sponsorship for United States work authorization. + Relocation assistance is not offer for this position. **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.** 251182BR **Additional Locations** US - Sacramento, CA - 2020 L St **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.