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Project Coordinator/Administrator

Overview:

We are excited to share once again TranSystems has been recognized as a top 100 design firm by Engineering News-Record in 2022. For more than 50 years, TranSystems has committed to a mission of performing engineering and architectural planning, design, and construction solution services in a manner that is both safe and in compliance with all applicable regulatory and client requirements. At TranSystems, we have established and continue to nurture a culture that is committed to providing quality services for our clients. We’re looking for top talent to grow with our firm.

Responsibilities:

What you'll be challenged to do:

The Santa Ana office is searching for a Project Coordinator/ Administrator to join the team. This person will work closely with the project manager assisting with the day to day operations of project administration and management. The right candidate should have a clear understanding of the project scope, fee, and schedule and acts as an assistant to the project manager. In order to be successful in this role, one must possess excellent communication skills, have strong problem-solving skills, and be very detail oriented. This position also requires strong math skills and ability to multi-task on a daily basis.

Work closely and coordinate with project team members, clients and subconsultants on all project related elements including but not limited to information management/sharing and invoicing/billing requirements.
Filing, copying and pulling invoice backup.
Track Account Receivables (AR) and champion collection efforts.
Set up new opportunities and projects in Transystem financial system and Project Forecast and gain appropriate authorization and approvals.
Examine project set-up or modification requests for completeness and accuracy including gaining proper authorizations and approvals.
Prepare subconsultant agreements, review unpaid sub reports and monitor budgets.
Coordinate and set up meetings and conference call for the projects.
Attend Project Development Team (PDT) meetings to take notes and prepare official meeting minutes.
Prepare power point presentations, project exhibits, and hand-outs.
Support marketing department with proposals to include compiling information from company archives, assembling proposal materials, topic research, and data presentations (spreadsheets).

Qualifications:

What you bring to our firm:

Associates degree
Proficient with Microsoft Word and Excel
Previous experience in a project coordination/administrative role
Project Invoicing – Has a clear understanding of the client’s invoicing requirements, manages the pre-bill and invoicing process.
Understanding of project’s current bill status and why a project is -possibly- deferred / advanced billed.
If the project is hourly rate, a project coordinator understands the billed multiplier based on each individual’s actually hourly vs. billed rate.
Interface with Sub consultants – Has a clear understanding of sub consultant’s scope, fee and schedule on a project.
Tailors sub agreements to meet client requirements in terms of insurance and invoicing.
Prepares change orders when necessary and manages the budget of all subs.
Coordinates due dates and coordinates cross disciplinary work between subs and TranSystems.
Requests updated COIs from sub-consultants.
Tracks sub-consultants payments and verifies subs are being paid after TranSystems receives payment.
Understands project budgets and burn rate, knows what is needed to finish project on time and within budget.
Actively engages multiple perspectives when solving problems, seeks to learn from peers, and encourages reciprocal learning among team members.
Actively advocates for full inclusion in the workplace, fostering an environment that welcomes diversity and values equity for all employees, partners, clients, and the communities that TranSystems serves.

What we’d prefer for you to bring to our firm:

Bachelor's degree
Working knowledge of Microsoft Powerpoint
Degree in relative field of study (i.e. business and/or engineering related)

Work Environment:

The work environment characteristics and physical demands described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions, depending on field assignments. While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts and outside weather conditions. The noise level in the work environment is usually moderate, however, construction and field assignments can be severe (i.e. Airport noise, inside factories, construction equipment, jack hammers, etc).
The employee frequently is required to stand, walk, talk or hear, and drive a car. The employee is occasionally required to reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include ability to adjust focus.

For individuals assigned and/or hired to work in California, Colorado, or NY City, TranSystems is required by law to include a reasonable estimate of the compensation range for this role. This compensation range is specific to the State of California and takes into account the wide range of factors that are considered in making compensation decisions including but not limited to skill sets; experience and training; internal peer equity; licensure and certifications; and other business and organizational needs. The disclosed range estimate has not been adjusted for the applicable geographic differential associated with the location at which the position may be filled. At TranSystems, it is not typical for an individual to be hired at or near the top of the range for their role and compensation decisions are dependent on the facts and circumstances of each case. A reasonable estimate of the current range is $80,000 - $95,000 annually.

TranSystems is proud to be an equal opportunity / affirmative action employer and ensures nondiscrimination and equal employment opportunity in all programs and activities in accordance with all applicable laws and regulations. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sex, age, national origin, pregnancy status, marital status, sexual orientation, genetic information, citizenship status, disability, protected Veteran status or any other status protected by law. In compliance with the Immigration Reform and Control Act of 1986, we will hire only U.S. citizens and aliens lawfully authorized to work in the United States (if the position is or will be one which is subject to U.S. law).

As the employer of choice, we are committed to action and strive for a company that reflects the vast diversity of our country and the communities we serve. TranSystems is committed to embracing diversity in all forms, including race, culture, age, sexual orientation, gender identity, disability, veteran status, thought and religious background. We acknowledge the impacts of prejudice and discrimination on historically underserved communities. We commit to establishing a more diverse, inclusive and positive work environment that drives innovation.

Recruiters or staffing agencies: TranSystems is not obligated to compensate any external recruiter or search firm who presents a candidate, their resume, or profile to a TranSystems employee without 1) a current, fully-executed agreement on file and 2) being assigned to the open position (as a search) via our applicant tracking solution.

TranSystems Glassdoor Company Review

3.9