Project Assistant / Coordinator

Job Description

Job DescriptionBenefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off

BORJA Engineering & Construction is seeking a passionate Project Assistant/Coordinator to join our integrated team of Project Managers, Project Engineers, and Superintendent. Our San Diego office is continuing to grow, and youll have the opportunity to be a central part of our expansion. You will have the opportunity to collaborate with team members on projects that are both local and across California, Nevada, and Arizona. Our clients are both public and privates o your career can take many different trajectories.

Duties & Responsibilities (But Not Limited)

• Manage and maintain calendars, scheduling meetings, and coordinating appointments using Microsoft Office (Teams) and Google Workspace (Google Meets).
• Handle front desk responsibilities, including greeting visitors and managing multi-line phone systems with professional phone etiquette.
• Provide administrative support such as data entry, filing, proofreading documents, and maintaining organized records.
• Assist with performing basic office management duties.
• Support customer service efforts by responding to inquiries via phone or email, ensuring excellent customer support and client satisfaction.
• Facilitate communication between team members and external stakeholders through effective organization and timely follow-up.
• Support personal assistant tasks including calendar management, travel arrangements, and document preparation.
• Contribute to office efficiency by managing clerical tasks such as typing reports, updating databases, and supporting administrative projects.

Requirements

• Proven experience in office management, administrative support, or clerical roles.
• Strong computer skills with proficiency in Microsoft Office (Word, Excel, PowerPoint, Teams), Google Workspace (Drive, Google Meets) , and data entry.
• Experience with QuickBooks is preferred; familiarity with bookkeeping is a plus.
• Excellent organizational skills with the ability to multitask efficiently in a fast-paced environment.
• Prior experience in customer service.
• Strong phone etiquette skills and the ability to manage multi-line phone systems professionally.
• Attention to detail with proofreading capabilities and high accuracy in data entry.
• Ability to handle confidential information discreetly and maintain professionalism at all times.
• Personal assistant supporting office or project functions is preferred. This position offers an engaging work environment where your organizational talents will contribute significantly to our teams success.
• Provide assistance and support for Project Management
  • Project Directory Maintenance (Assigning Notification and Distr. Groups)
  • Flag Flow Down Requirements from Owner Contract to Subcontracts
  • RFI Posting (After PM Review)
  • FI Log follow up w/ Project Management Team
  • Create Submittal Log with CM Platform
  • Request subcontractor submittals from subs.
  • Submittal Posting (After PM Review)
  • Submittal Log follow up w/ Project Management Team
  • Plan Overlays to Changes in Updated Plans from Architect
  • Sub; Vendor Request for Pricing; Follow Up
  • Owner Change Orders: Prepare, Issue, & collect
  • Prepare drafts of Owner Billings
  • Owner Billings: Issue and Track
  • Cost Plus Audit Preparation
  • Fund Control
  • Cost Coding Material Supplier Invoices
  • Cost Coding DCI Labor Timecards
  • Final Draft Owner Meeting Minutes

Technical Skills:

• Microsoft Office (Word, Outlook, Excel, Power Point, Access, Teams etc.), PDF software (Adobe Professional), math skills, time management, work under pressure and meet deadlines, work independently and as part of a team.

Qualifications & Requirements

• 2-4 years of construction administration experience/knowledge is preferred.
• High school graduate
• College Degree (Preferred not required)

Desired


Customer service experience
A second language a plus (Spanish)
Prior Front desk/receptionist experience a plus
Multi-line phone system knowledge a plus
Prior Administrative assistant experience a plus

'Work Remotely: No


Job Type: Full-time / Part-Time

Pay: $18 - 24 per hour (Based on Experience)

Benefits:

• 401(k) with matching
• Medical/Dental/Vision
• Paid time off / Sick Leave

Schedule:

• 20-40 hrs/week
• Monday to Friday

Experience:


Customer service: 1-2 year (Preferred)