At Jacobs, we challenge what is currently accepted, so we can shape innovative and lasting solutions for tomorrow. Through the delivery of our operations and maintenance services, you'll make it simpler and more seamless for our municipal clients to operate safely and efficiently, empowering communities to focus on what matters most to them - people.
Jacobs is searching for a dynamic Project Administrator to join our team in El Segundo, CA. In this role, you'll interface with corporate accounting, supply chain and procurement, and representatives of the West Basin Municipal Water District as well as be responsible for ensuring billing and invoices are processed regularly onsite, in collaboration with corporate procurement and finance, to ensure timely submission and accuracy of invoices to West Basin MWD. You'll require attention to detail, effective communication in written and verbal form, problem-solving skills, and close collaboration with internal teams and vendors to meet client expectations. In addition, you'll assist in coverage of the front desk area and in client and project events preparation as needed and may work on special projects to implement corporate standards at the project.
Principal Areas of Responsibility
Review and edit documents for compliance with Jacobs policies and procedures, and those of the West Basin Municipal Water District
Research, gather, and enter chemical data in a records management system, and generate and implement various monthly financial analysis reports
Retain accurate financial accounts and update data regularly
Assist in Processing, reconciling, and monitoring purchase card transactions using the SAP CONCUR Travel and Expense system and @work
Manage, prepare, and implement annual SWRCB Contract Operator Certification and City Business License renewals
Knowledge and ability to write SOPs for various administrative and procurement processes
Prepare and analyze monthly financial statements/invoices, assist with budgeting and forecasting cash flows, performing financial analyses, reconciling accounts, and preparing special reports and analyses as needed
Assists in determining vendors for purchases that will be made based on most favorable prices consistent with quality, quantity, and delivery; and adherence to specifications, bid conditions, and other factors utilizing formal bid procedures or obtaining ids by email or fax. Usually in the form of RFI/RFQ
Assist vendors in getting vetted through Ariba, the Jacobs procurement system
Follow up on vendors' invoices, reports, and documentation of work performed
Assist the Project Manager and Department Managers with administrative needs (e.g. reports and special projects, etc.)
Oversees the training and day-to-day activities of the administrative intern as it relates to the administrative coordinator's functions in collaboration with other administrative and management personnel (including but not limited to Human Resources, Safety, Project Management, and Department Managers)
Performs QA/QC on the administrative intern's work and ensure that record management policies and handling are followed.
Assists in coverage of the front desk area and setup of events if extra help is needed
Other projects and duties as required
Bring your team-focus, adaptability, and commitment to excellence, and we'll help you grow what drives you - and deliver the world's most challenging Operations Management projects, together.
ourjacobs #bia #omfs #challengeaccepted
Five (5) to seven (7) years of experience in the areas of purchasing, billing, and accounts payables.
Experience working in a high-volume office setting
Knowledge of procurement practices, finance, accounts payable and billing procedures
Knowledge and ability to analyze data and maintain physical and electronic records management
Proficient in MS office (especially Excel)
Knowledge and ability to write standard operating procedures (SOP) for various administrative and procurement processes
Knowledge of and the ability to enter data into HACH WIMS
Experience in electronic records management software
Work independently and in a team environment
Valid CA Driver's license with no major infractions
Ideally, you'll also have
Bachelor's degree in Business Administration, Accounting, or similar field is preferred
Purchasing certificate or equivalent experience as a buyer
Working Conditions & Physical Requirements
The work area can involve a working environment indoors, as well as outdoors, which could cause exposure to outdoor elements; proper environmental attire will be required. Some areas can have loud noise, active machinery, high pressure fluid systems, electrical equipment, confined spaces, heights and depths, fumes, airborne particles, noxious gases, pathogens and various chemicals. Safety is of the utmost importance. The use of appropriate safety equipment will be mandatory in these areas to prevent hazardous contact.
Must be able to sit, stand, stoop, twist and bend at the waist, turn, kneel, squat, raise arms above shoulder height, grasp, reach, perform repetitive hand movements and fine coordination when preparing reports and using a computer keyboard, have vision sufficient to read computer screens, printed documents and operate office equipment, have hearing in the normal range with or without correction. In an 8-hour time period must be able to transport self across the facility, ascend and descend stair steps, lift objects up to 50 pounds from floor level to waist height, wear and use appropriate safety equipment.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to talk and/or hear. The employee is frequently required to stand for extended periods; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; climb stairs or ladders or balance; stoop, kneel, crouch, or crawl and taste or smell. The employee must periodically lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and distance vision as well as the ability to distinguish color and shades. Technical dexterity is required in performing chemical and instrumental analytical procedures.
Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly exposed to outside weather conditions. The noise level in the work environment is usually moderate. The employee may be exposed to odors, silica, dust, fumes, smoke, gases, greases, oils, electrical energy, solvents and vibrations. The employee may work on slippery/uneven surfaces, around machinery with moving parts, moving objects/vehicles, and ladder/scaffolding, below ground and may be exposed to water and other liquid materials.
The employee will be expected to follow the H&S Manual guidelines and wear the appropriate PPE as instructed.
Jacobs is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, religion, creed, color, national origin, ancestry, sex (including pregnancy, childbirth, breastfeeding, or medical conditions related to pregnancy, childbirth, or breastfeeding), age, medical condition, marital or domestic partner status, sexual orientation, gender, gender identity, gender expression and transgender status, mental disability or physical disability, genetic information, military or veteran status, citizenship, low-income status or any other status or characteristic protected by applicable law. Learn more about your rights under Federal EEO laws and supplemental language.
