Effectively manage projects and executive level paper and electronic files; composes and develops correspondence and reports; manages project insurance mattersHandles complex project documents and reports; and, manages documents, files, and records relating to project workResponsibilities may include client invoicing, managing collections, job costing, project budgeting, and ensuring compliance with project contractual obligations. Independently monitors for quality assurance; applies company quality assurance guidelines and procedures; manages project documents and files. Answers questions regarding company policies, procedures, and guidelines. Organizes and coordinates meetings and assists with presentations. Complex contracts and sub-agreements. Tracks and monitors project budgets, workloads, and schedules. Actively participates in project reviews.Closely with one or more project managers and project teams; deals professionally with clients. Exercises good judgement and discretion, and independently resolves problems and issues relating to administrative project functions. Oversee activities of other administrative project support staff and train other Project Analyst'sl

Accounts Receivable/Accounts Payable/Petty CashFacilitate Training CoursesRequest for Information (RFI’s), Submittals, Meeting Minutes in PrologRedline submittals including stamping for approvalResponsible for all client invoicing, Preparing Cost EstimatesSet up contracts, Process Subcontractor Invoices, Set up Contacts in SystemPreparation of cost estimates, Cost Reporting/Analysis, Assist Project Managers in creating work schedules, budget and work flowOther duties assigned as needed by Project Manager, Project Engineers

Assist with all Change Order (CO), Request for Information (RFI), Potential Change Orders from Clients/Owners and Architect Supplemental Information (ASI)Assist with tracking procurement, Cost Control, Project Closeouts, Scheduling Contractors, Coordinating MeetingsResponsible for all client invoicing, Preparing Cost EstimatesSet up contracts, Process Subcontractor Invoices, Set up Contacts in SystemPreparation of cost estimates, Cost Reporting/Analysis, Assist Project Managers in creating work schedules, budget and work flowSet up meetings with Sub-ContractorsSet up and coordinate luncheons, meeting with governmental and city agencies such as OSHPDCoordinate and communicate of necessary change order with Client/OwnersSet up and maintain all project binders, punch lists and presentationsOrder all supplies, necessary equipment, equipment repairAssist with all Time and billing of projectsWorked side by side with Principle Architect and Project Manager on site of ProjectHeavy Data Entry for payroll, invoices and miscellaneous documentsTrack on necessary documents from UPS, Fed-Ex, USPS ECT.Administrative dutiesWorking on Kaiser Hospital Project and Started Sacramento Rail Yard Project with Head Principle in charge

Set up and maintain project binders & materials in coordination with projectsAssist in preparation & distribution of all specs, addendums, and cut-sheet bindersCoordinate all projects closeouts and closeout recordsCoordinate record management & retrievable project documentsResponsible for all client invoicing, Preparing Cost EstimatesSet up contracts, Process Subcontractor Invoices, Set up Contacts in SystemPreparation of cost estimates, Cost Reporting/Analysis, Assist Project Managers in creating work schedules, budget and work flowMonitor review agency requirements and timelinesAssist in maintaining and updating project procedures for studioAssist will all RFI’S, ASI’s & PCO’sType and edit accurate and well-formatted documentProcess all incoming correspondences, print, faxes, email, etc. for all projects assigned to the Project ManagerFollow up with project participants i.e. architect, contractor, vendor, tenant coordinator as directed or requiredGenerate Project Bid Packet; Blueprint Take Off, and distribute plans to approved vendors and contractorsManage and/or generate site visit surveys with vendorsAssist in assembling consultant(s) and contractor(s) for the projectReview design and deliverable package progress during each phase of the projectSupport Project Manager and Architects

Plan and Execute CME SeminarsCoordinate Travel for Board of Directors and SpeakersCoordinate CME Seminars with Pharmaceutical CompaniesWork with Administration Staff in Regional, AOAEffectively coordinate off-site Meetings, luncheons, Maintain Accounts Payables and Expenses and Payroll Evaluate Office, order supplies, maintain office equipmentTrack and document all members in databases

Maximize Sales GoalReview profit and loss statementsManage operational infrastructureBuild effective relationships with regional partner. Hire, Coach and counsel associates for successEnsure the highest level of customer serviceAssist with all new hire paperwork and Human Resources related issuesAssist with Payroll