Project Administrative Assistant

ABOUT THE TEPA COMPANIES

Established in 2005 and owned by the Paskenta Band of Nomlaki Indians, The Tepa Companies deliver comprehensive and sustainable solutions to federal, state, local, and private-sector clients throughout the United States. The tribally owned companies work independently and collaboratively to provide wide-ranging construction, engineering, environmental, industrial, staffing, and technology services.

When you join Tepa Companies, you have the opportunity to expand your entrepreneurial skill set while growing professionally alongside the best in the industry. You will have the opportunity to impact your team, the organization as a whole, and subsequently, our Tribe.

We seek out top talent to provide the best services for our clients. We focus on being a responsible company for our employees and their families by creating a culture that reflects our core values and offering competitive pay and benefits package. Our benefits package includes comprehensive medical, dental, vision, generous paid time off and holidays, 401(k) plan with company match, life insurance, flexible spending and health savings account, mental health support and resources, short and long-term disability, and tuition reimbursement.

LOCATION: This is a hybrid position requiring regular in-office presence within any of our main offices.

ABOUT THE JOB

The Tepa Companies are seeking a Project Administrative Assistant for Industrial Services that will provide project support to project management and field teams. This role creates and maintains project files, tracks subcontractor and vendor paperwork (including but not limited to subcontracts, insurance, payroll, pay applications), tracks equipment and vehicles, requisitions supplies, and communicates with field and office staff regarding subcontractor employee hours and labor classifications. Subject to program assignment, this role may also maintain, evaluate, and correct project folders in electronic archival platforms; coordinate H&S, technical, and quality training; track H&S, technical, and quality training completion and expiration dates; inventory, maintain and distribute H&S related equipment; maintain document subscription services; and maintain document libraries.

Job Functions:

• Create and maintain project specific Wage Rate Sheets for field personnel
• Process self-perform and subcontractor certified payroll
• Process incoming invoices and pay applications
• Prepare and submit client billing
• Prepare Project Closeout Reports
• Prepare subcontracts
• Prepare DBIA Agreements
• Prepare purchase orders
• Prepare professional service orders
• Prepare vendor/subcontractor change orders
• Prepare and submit Base Access Requests
• Schedule delivery and pick-up on on-site rental equipment
• Coordinate international shipping
• Coordinate international flights
• Respond to field staff questions
• Ensure accounting has necessary contract documents for project maintenance and payments
• Track and submit expense reports for management and field teams
• Report status and updates verbally and in written form to management
• Coordinate efforts within the team and with outside vendors efficiently
• Conduct general clerical duties as required (typing, filing, meetings, etc.).
• Prepare memos, forms, and letters as needed
• File electronic and hard copy documents
• Submit and track business licenses

Subject to program assignment, this role may also:

• Monitor and update the safety training matrix with current safety certifications of field employees
• Extract H&S training certificates from the Health & Safety Institute and post them in the IS document archival platform(s) (e.g., Server, SharePoint, etc.)
• Arrange H&S training for employees with appropriate certifications per project needs with assistance from personnel supervisors
• File fit test and medical monitoring data on the Tepa SharePoint
• Schedule physicals under the medical monitoring program•
• Conduct periodic desk side safety document audits
• Assist Site Safety and Health Officers with company safety policies and procedures
• Maintain safety equipment inventories and calibration services
• Coordinate distribution of safety equipment to/from work sites•
• Maintain the IS document archival platform(s) (e.g., Server, SharePoint, etc.) to include reviews for completeness of project folders and compliance with the Server Standard Operating Procedure
• Assist with maintaining the IS Standard Operating Procedures library
• Assist with maintaining the IS job description library
• Maintain the quality and technical training matrix
• Arrange quality and technical training for employees with appropriate certifications per company and project needs with assistance from personnel supervisors
• Conduct editorial reviews on technical and quality documents
• Process technical document subscription service renewals
• Assist with procedural and documentation standardization.
• Develop guidelines and templates to provide uniformity to proposal and post award documentation.
• Assist with organizing and conducting conferences

WHAT WE'RE LOOKING FOR:

• High school diploma or GED
• 3 years of project support experience
• Intermediate proficiency in Microsoft Word, Excel, and Outlook
• Ability to plan, organize, and prioritize assigned responsibilities with appropriate independence
• Ability to follow detailed job-related instructions and maintain attention to detail
• Ability to communicate fluently in English, verbally and in writing, as necessary to perform job responsibilities
• Ability to communicate and work effectively with coworkers, clients, vendors, and other stakeholders, as applicable to job responsibilities.

Equal Opportunity Employer/Veterans/Disabled