Project Assistant in San Jose, CA at Johnson Service Group

Date Posted: 11/8/2019

Job Snapshot

  • Employee Type:
    Full-Time
  • Location:
    San Jose, CA
  • Job Type:
  • Experience:
    At least 1 year(s)
  • Date Posted:
    11/8/2019

Job Description

JobID: 376908

Johnson Service Group is looking for a person to assist the Project Manager with all aspects of managing multiple projects.

Responsibilities:

Project Support -  

  • Assist the Project Manager with developing and monitoring project budget/schedule including running periodic budget expenditure reports and entering pertinent budget information into the VENA database,
  • Preparing periodic project updates for SCW, the CIP, etc.,
  • Assisting with outreach efforts including coordinating meeting logistics, creating/disseminating meeting materials, preparing displays and PowerPoint presentations, and tracking various CEO/Board approval Items throughout the organization (e.g., managing approval process on Leglstar).

Contract Management

  • Aid with review of periodic progress reports/Invoices including ensuring compliance with contract terms and conditions.
  • Keeping track of contract budget and schedule and managing contract task order logistics and processing, and handling of administrative aspect of consultant contracts, including ensuring Form 700 and Insurance compliance throughout the duration of the contract

Project Filing/Record Mgmt

  • Setting up both electronic and hard copy filing structures in compliance with the QEMS.
  • Maintaining record keeping procedures for individual flies consistent with the Record Retention Policy.
  • Maintaining files and records accordingly and assisting the Project Manager with individual Public Record Requests.

Qualifications:

  • Proficient in MS Office – (Word, Excel, Project, and PowerPoint) to prepare and revise various reports, communications or status updates.
  • Knowledgeable in developing and monitoring budget/schedule, including updating schedule, developing queries and running budget tracking reports in PeopleSoft, and revising schedule/resources and producing various reports using Microsoft Project
  • Experience in organizing and maintaining Capital project files and records and preparing project information reports and updates for internal and external use.
  • Prior experience in providing outreach support, including handling meeting logistics and producing meeting support material, including meeting agenda/handouts, PowerPoint presentations, meeting signage, etc. would be desirable.
  • Possess ability to research and compile a variety of project informational data and materials from both internal and external sources; summarize information and data as directed using spreadsheet or database applications.
  • Experience in all aspects of contract management from RFP to project closeout including tracking contract expenditure and schedule, reviewing invoices and deliverables for compliance with contract terms and conditions, etc.
  • Possess ability to communicate clearly and concisely, both orally and in writing, following English spelling, grammar and punctuation rules. Compose correspondence independently. Establish and maintain effective working relationships with those contacted in the course of work
  • Equivalent to an Associate’s degree from an accredited college or university with major course work in business administration or a related field.

Substitution - Directly related experience may be substituted for the college requirement based on one and one-half years of experience for one year of education to a maximum of two years.

  • Three (3) years of experience handling a variety of administrative support and technical duties.
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