Adminstrative Assistant - PR

Recruiter
Location
San Juan, Puerto Rico
Salary
Competitive
Posted
05 Oct 2016
Closes
16 Dec 2016
Ref
BI 000101
Contract Type
Permanent
Hours
Full Time
As a global leader of Program Management and Construction Management (PMCM) services with projects ranging from $1 million to programs that cost up to $10 billion, we deliver award winning total Design and/or Construction Management projects for public and private sector clients. From the pre-construction phase, through complete erection of the project, to the post-construction and commissioning, we function as an extension of our clients' goals and aspirations. Project sectors and types include: Aviation, Emergency Operations & Data Centers, Healthcare, both Higher Education and K-12, Hospitality & Entertainment, Correctional & Rehabilitation Facilities, and Research & Development Facilities.

Job Summary:

Key responsibilities and accountabilities:

1. Office Management and Administrative Support:

In charge of all office mobilization activities including procurement of office equipment and material supplies

• Responsible for all office operational billing and payment procedures using Jacobs Liquid Office System

• Responsible for all Project Files on Jacobs and GSA Database

• Computers / Telephone Support for team members

• Meetings coordination & support

• Coordinator of all meetings and trainings for the project team

• Preparation of Daily TSA's

• Issue letters, reports, project notes and other documentation on GSA's ePM System. Issuance of Project letters for Contractor, the GSA and others. Monthly Project Report, Meeting Minutes, Forms and others.

• Download, printing and upkeep of Master Contract Documents

2. Security coordinator for the team.

3. Preparation of documents for Contractor Invoice processing including:

• Verification of Contractor Certified Payrolls for discrepancies and preparation of Payroll Details Narrative

• Preparation of Construction Payroll Review / Interview Check List

• Preparation of GSA FORM 220

• Preparation of GSA FORM 184

4. Collect, analyze and prepare graphic documentation for Monthly Reports.

5. Review, Coordinate and Close Quality Inspections on ePM.

6. Support team with use of ePM applications

7. Support new team members with safety clearance procedures.

8. Responsible of all Project Logs such as:

• Mods Log

• Safety Log

• Quality Inspections Log

• Letters Log and Others

As a global leader of Program Management and Construction Management (PMCM) services with projects ranging from $1 million to programs that cost up to $10 billion, we deliver award winning total Design and/or Construction Management projects for public and private sector clients. From the pre-construction phase, through complete erection of the project, to the post-construction and commissioning, we function as an extension of our clients' goals and aspirations. Project sectors and types include: Aviation, Emergency Operations & Data Centers, Healthcare, both Higher Education and K-12, Hospitality & Entertainment, Correctional & Rehabilitation Facilities, and Research & Development Facilities.

Key responsibilities and accountabilities:

1. Office Management and Administrative Support:

  • In charge of all office mobilization activities including procurement of office equipment and material supplies
  • Responsible for all office operational billing and payment procedures using Jacobs Liquid Office System
  • Responsible for all Project Files on Jacobs and GSA Database
  • Computers / Telephone Support for team members
  • Meetings coordination & support
  • Coordinator of all meetings and trainings for the project team
  • Preparation of Daily TSA's
  • Issue letters, reports, project notes and other documentation on GSA's ePM System. Issuance of Project letters for Contractor, the GSA and others. Monthly Project Report, Meeting Minutes, Forms and others.
  • Download, printing and upkeep of Master Contract Documents


2. Security coordinator for the team.

3. Preparation of documents for Contractor Invoice processing including:

  • Verification of Contractor Certified Payrolls for discrepancies and preparation of Payroll Details Narrative
  • Preparation of Construction Payroll Review / Interview Check List
  • Preparation of GSA FORM 220
  • Preparation of GSA FORM 184


4. Collect, analyze and prepare graphic documentation for Monthly Reports.

5. Review, Coordinate and Close Quality Inspections on ePM.

6. Support team with use of ePM applications

7. Support new team members with safety clearance procedures.

8. Responsible of all Project Logs such as:

  • Mods Log
  • Safety Log
  • Quality Inspections Log
  • Letters Log and Others

Required Qualifications:

HS Diploma required

4+ years of prior administrative experience, construction experience required

Accounting experience required

Must possess a strong working knowledge of Microsoft Office, including Word, PowerPoint, Excel and Outlook

At Jacobs, we help prepare people for new opportunities and challenges. With positions at every level, openings in multiple disciplines, expertise in a range of markets and offices around the globe, we create an environment where you can learn, grow, and thrive. From our competitive benefits program to our Health and Safety initiative of Beyond Zero workplace injuries, we believe that you'll find a flourishing career here at Jacobs.

Jacobs Engineering Group Inc. is an Equal Opportunity Employer and employment selection decisions are based on merit, qualifications, and abilities. Jacobs does not discriminate in employment opportunities or practices on the basis of: race, color, religion, gender, national origin, age, sexual orientation, gender identity, disability, veteran status or any other characteristic protected by country, regional or local law.