Field Office Coordinator

Office or Project Location Menlo Park, CA

Company Rudolph and Sletten, Inc.

Job Code 2099

About Rudolph & Sletten:

In the last six decades, Rudolph and Sletten has built thousands of projects across our five California offices, from research centers designed to cure diseases , to institutions that educate future generations, to civic facilities and high-tech campuses that move our state forward.

Just like the buildings we construct, our reputation is built to stand the test of time. Our success is owed to our diverse, talented personnel combined with our technological expertise, honest estimates, innovative schedules, and ethical business practices.

We're excited to see where the future takes us. Between new building and construction technology, better earth-friendly materials and techniques, all our phenomenal employees and the amazing people we get to work with, we’re looking forward to building more award-winning projects for decades to come.

Across California our notableclients include Kaiser Permanente, Cedars-Sinai, Children's Hospitals LA and Oakland, Rady Children's Hospital, Scripps Health, Sharp Healthcare, Stanford Children's Hospital, USC, City of Hope, UCSF, UCSD Hillcrest, UC Davis Health, John Muir Health, Common Spirit, El Camino Hospital, Providence and Sutter Health,Johnson and Johnson, Gilead, Salk Institute, Western Digital, Oracle, Seagate, Intuit, San Diego Symphony, the Judicial Council of California, and UC and CSU higher education systems.

At Rudolph & Sletten you will have the opportunity to work on a variety of large, high-profile, projects that impact your community.

Extraordinary Projects need Exceptional Talent… Let’s Build

DESCRIPTION:

Rudolph and Sletten has an immediate need for aThe Field Office Coordinator provides accounting and administrative support to the project team. Ensuring smooth day to day activities on the project site including site office management, budget and cost control, Administration of subcontracts and all associated construction compliances and documentation; processing of subcontractor and vendor invoices, equipment tracking, union payroll uploads and documentation and preparing client billings.

Essential Duties and Responsibilities:

·Act as liaison for project; Respond to requests, answer phone and greet visitors

·Maintain the field office services and supplies

·Enter and maintain project budgets in the company financial system

·Ensure documentation is recorded and maintained by the team per the company standard

·Work with the Project Management team to process and upload all budget, change order and cost adjustments

·Ensure that all financial documents are prepared and maintained per company standards

·Issue and track Subcontracts and subcontract Changes as needed

·Track all Subcontract compliance documentation per project needs.

·Collect & review subcontract billing documents for completeness and enter into the financial system

·Analyze and track Subcontractor and sub-tier lien waivers

·Document and track Subcontractor payment deficiency items until cleared obtaining lien waivers for all payments.

·Provide financial reporting to the project team as needed

·Collect union payroll weekly & upload to the financial system for processing by the required deadlines

·Work with the Superintendent to reclass and move equipment into the correct scopes/cost codes

·Cost code & obtain approvals on all non-sub AP and submit to AP Dept for payment

·Prepare & process journal entries for cost adjustments

·Prepare monthly client billings with the Project Manager, submit & track through payment from the client

·Prepare and submit accruals as needed for Company financial close

·Ensure project team is following SOX requirements for documentation, signatures & process

·Assemble and file necessary documentation for archiving along with project team at the end of the project

REQUIREMENTS:

· Minimum five years’ work experience; construction industry preferred. Subcontract Management and financial report maintenance experience highly desired

· Education: Associate’s degree preferred

· Strong Excel skills are necessary

· Ability to effectively communicate and work as part of a team

· Manage multiple tasks, produce quality work on time sensitive deadlines, while remaining flexible and able to pivot between tasks as needed

· Strong computer skills with the ability to use MS Office Suite with proficiency

· Procore, JD Edwards E1 & Bluebeam experience are helpful

· Egnyte Experience a plus

· Adept in learning new software quickly and able to navigate and use to review, track, and upload various documents

Expected annual salary range for this job is $70,000 - $80,000 depending on experience and region.

Rudolph & Sletten builds extraordinary projects with exceptional talent. Join us and together we will build the future

Equal Opportunity Employer