Nova Group Inc., a Quanta Services company, is an industry leading general engineering construction company with 40 plus years of experience worldwide. Nova specializes in hydrant fueling, waterfront, electrical and utility military construction projects for the Department of Defense (NAVFAC, ACOE). Nova exceeds customer expectations through innovative construction, safety, quality and outstanding customer service.
Headquartered in Napa, CA, with regional offices in Port Orchard, WA, Japan and project locations stretching across the US, as well as internationally, the opportunities are endless with Nova! Nova offers employees competitive health benefits, matching 401K contributions, career advancement opportunities, and endless training opportunities. Individuals who pride themselves on having a strong work ethic, commitment to their integrity, interest in giving back to local communities, and who are willing to relocate for career advancement opportunities should not hesitate to apply!
Primary Function
Assists project management personnel in day-to-day project operations including, but not limited to project related communications with Nova personnel, subcontractors, vendors, and clients; assisting project Accounts Payable and Contract Administrator; and for performing administrative duties for project.
Typical Duties:
- Together with Project Manager/Superintendent set up and maintain job files.
- Enter daily employee time for Davis Bacon employees in Vista software.
- Enter weekly time for Admin employees in Vista.
- All badging or coordination for site visits - subs/deliveries/employees
- Data-entry of all man hours and cost codes (to include exempt staff) on weekly time reports.
- Track company-owned and rental equipment hours in Vista software.
- Create Field Purchase Orders.
- Collect relevant backup (delivery tickets, pick-up tickets, packing slips, etc.).
- Complete 3-way match and complete coding on jobsite invoices and route to approver in Vista.
- Correspond with Subs, Vendors, Suppliers and Clients.
- Coordinate with Accounts Payable on collection of Lien Releases.
- Assist Project Manager in preparing paperwork for Client billing
- Order/maintain field office supplies, including the copier supplies.
- Prepare and issue new hire paperwork to new employees and submit completed documents timely to HR.
- Track of safety awards for employees and subcontractors.
- Maintain all vehicle registrations for equipment/vehicles onsite. Work closely with corporate office to keep registrations and required inspections up to date.
- Coordinate employee/company events or functions (i.e., birthday recognition, safety, meetings, etc.).
- Offer administrative assistance to office staff, as needed for special projects, placement of orders, etc.
- Assist onsite project personnel with all other requested areas of project coordination, including but not limited to attending project meeting as assigned, recording and distribution of minutes of such meetings.
- Assist field supervisors with dissemination, collection and maintenance of records of project safety training and site inspections.
- All other duties, as assigned.
Skills, Knowledge, Qualifications & Experience:
Educational and experience requirements include: Contract administration exposure or equivalent combinations in training and experience. General knowledge of contracting, finance, purchasing, engineering and controls procedures, as well as knowledge of equipment and construction techniques preferred. Must be able to work independently. Excellent people, verbal and written communication and time management skills are essential.
Physical Requirements:
- Prolonged periods sitting at a desk and working on a computer.
- Must be able to lift up to 15 pounds at times.
Background and drug screen required.
Pay: $30.00 - $35.00 per hour, non-exempt status plus favorable benefits package.
Women, minorities and/or veterans are encouraged to apply.
