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 JOBThe 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

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