Administrative Mgr/Project Coordinator (Construction)

COMPANY OVERVIEW

 

Nautilus General Contractors (www.nautilusgeneral.com) is a licensed general contractor with a proven track record in handling difficult and challenging construction assignments.  Our small, but growing, company specializes in construction repair, renovation and reconstruction.  We offer our clients in Southern California and Arizona extensive experience working on existing and occupied structures and buildings.  Our team of high-caliber professionals brings their expertise, creativity and ability to provide thoughtful solutions to two arms of our business: construction services and consulting services.

 

POSITION OVERVIEW

 

We have an immediate opening on our Consulting Services team for a self-motivated, highly organized, efficient, and positive Administrative Manager/Project Coordinator.  The candidate we seek will provide administrative and project coordination support to the President, Manager, and Cost Estimators who work on consulting projects such as construction defect litigation cases, complex insurance losses, and construction claims analyses.

 

RESPONSIBILITIES

?  Maintains project schedule to ensure all aspects of the project are on track, and deadlines are being met.

?  Manages and organizes all aspects of the business from assigning new cases, project coordination, contract administration and effective time management.  

?  Maintains an organization chart on each open case and meets regularly with team members to review the status of each project.

?  Builds relationships and communicates via telephone and e-mail with individuals associated with the consulting cases such as architects, attorneys, engineers, contractors, construction experts, subcontractors, government officials, and homeowners.

?  Compiles and maintains project files and ensures the files are complete in preparation for the  President testifying at depositions and trials.

?  Provides administrative support to the President and other staff members and maintains the President?s calendar.

?  Handles the consulting services accounts receivables, which includes posting, payments, billing, and follow up.

? The billing includes reconciling QuickBooks time sheets with Contractor V on a billing spreadsheet to insure that each Consultants time is accounted for and billed to the proper client.

?  Maintains and enters each Consultants weekly time into QuickBooks.

?  Produces monthly billing statements and follows up on all past due clients.

?  Sorts and distributes mail, faxes and correspondence throughout the company.

?  Processes outgoing mail which includes preparing certified mailings, routine posting and postage machine maintenance.

?  Organizes and maintains the filing system, and filing correspondence and other records.

?  Maintains the inventory of office and office machine supplies.

?  Running various business or office related errands such as going to the Post Office, delivering documents, purchasing office supplies, etc.

?  Answers the phone and routes calls and maintains phone system.

 

REQUIREMENTS 

?  Minimum 3-5 years of related administrative experience with experience in the construction industry a plus.

?  Intermediate to advanced knowledge of Microsoft Office including Outlook, Word, Excel, and PowerPoint and experience with QuickBooks.

?  Excellent organizational skills and strong attention to detail.

?  Excellent oral and written communication and customer service skills.

?Ability to prioritize, ask questions when appropriate, and exercise good judgment.

?  Ability to manage multiple tasks and meet deadlines.

?  Previous experience assisting with accounting functions

?  Proven track record of work stability, dependability and accountability.

?  Ability to work independently as well as in a team.

 

LOCATION

 

Nautilus is currently located in Sorrento Valley but will be relocating very soon to Downtown San Diego (near Little Italy).

 

APPLICATION PROCESS

 

Please forward your resume with a cover letter stating your salary requirements to:

Monica Strong

HR Consultant

stronghr@san.rr.com

858-292-9920

 

 

No search firm or agency candidates will be accepted.