Project Assisstant (Preston Pipelines Infrastructure)

Preston Companies • West Sacramento, CA

2d • $30 - $40 • Onsite

About The Position

The Project Assistant is responsible for providing comprehensive administrative, contract, compliance, and financial support to project teams throughout the lifecycle of projects. This position serves as a critical resource to Project Managers and Project Engineers by coordinating subcontract and supplier documentation, processing project-related invoices and commitments, maintaining project records, tracking compliance requirements, and supporting forecasting and reporting activities.

The Project Assistant ensures the timely and accurate execution of project administrative processes, including preliminary notices, lower-tier agreements, change orders, insurance compliance, business licensing, and project startup documentation. This role requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced construction environment while maintaining effective communication with internal teams, subcontractors, suppliers, clients, and accounting personnel.

Requirements

• Proficient in Microsoft Office Suite, including Outlook, Excel, Word, and Outlook Calendar.
• Strong organizational, communication, and multitasking skills with exceptional attention to detail.
• Ability to work independently while collaborating effectively with cross-functional teams and departments.

Nice To Haves

• Strong mathematical and analytical skills.
• Experience in Accounts Payable, Accounts Receivable, or general accounting support functions.
• Effective written communication and business correspondence skills.
• Intermediate to advanced proficiency in Microsoft Excel, including data entry, reporting, and spreadsheet management.
• Experience using Adobe Acrobat, Bluebeam, and accounting software such as Timberline/TimberScan preferred.

Responsibilities

• Prepare and send preliminary notices on each project. Includes requesting information from clients when not readily available, updating prelien log, tracking notices, and saving completed prelims in job folders.
• Process invoices through Timberscan software. Includes research, applying and updating commitments. Will be communicating often with accounting departments to ensure invoices are processed correctly and in a timely manner.
• Complete process of all lower tier agreements (subcontracts, POs, work authorizations, etc.) Includes preparation and issuance of agreements and supporting documents, tracking of all compliance items and obtaining signatures. Proposed changes to be discussed with PM/PE and then submitted to Contracts Administrator for thorough review.
• Commitments – Initial entry of lower tier commitments, track and update when necessary.
• Maintain detailed logs to track status of subcontracts, P.O.s, Hauler Agreements, Insurance, Change Orders and other required documents from each subcontractor and supplier. Request missing documents when needed.
• Request updated insurance certificates for each subcontractor and/or supplier when current certificates have expired (Includes reviewing and requesting on a monthly basis).
• Soft file all subcontracts, P.O.’s, and work orders / authorizations and certificates of insurance for each project. File Hard copies as required.
• Complete process of lower tier change orders (prepare and issue COs, track, obtain signatures).
• Help PM and PE with EWO logs.
• When notified by accounting on Wednesday afternoons, pull project cost information from various accounting systems and update weekly forecasting sheets for PM processing and approval. Notify PM of forecast readiness by Thursday mornings/afternoons On Mondays, after PM completion (deadline is 1pm), enter all forecasts (changes in costs and revenue) into overall spreadsheet and submit for review. Research any discrepancies and review with PM.
• Generate job start-up folders electronically as directed by PM/PE. Meet with team for instructions on what items to Help PM and PE with other miscellaneous projects and needs associated with project. Do whatever it takes.
• Apply for new business licenses as necessary. Complete process from beginning to end (obtaining business license).
• Process incoming preliminary notices received from lower tier vendors, subcontractors and service providers – Entry into Timberline and save hard copies into office binder.
• Process jobs closeouts – Upon completion of a project, the PA initiates the distribution of the closeout form through SignNow. The form is routed to the appropriate departments for review and confirmation that all required closeout items have been completed.
• Reconciling and submitting the purchase card statements via Certify. Not sure how the Sac office handles this but for Milpitas, I submit for Ian and Milpitas Ops cards.
• Possibly track all purchase card transactions for the PX, PM or Sac team credit cards.
• Save all receipts to be submitted and coded correctly by job, dept or GL code, at the beginning of each month via Certify.
• Ordering office supplies, snacks, or lunch for team meetings/events.

Benefits

• Comprehensive medical, dental, vision, and life insurance options
• Retirement savings plans with potential employer contributions
• Paid holidays and Paid Time Off (PTO)
• Access to training, certifications, and opportunities for career advancement
• Employee Assistance Program (EAP) and wellness resources
• Additional company-provided and voluntary benefits may be available based on eligibility

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed