Office Administrator (00141) Job at PMA Consultants Careers

PMA Consultants Careers Van Nuys, CA

PMA Consultants is celebrating more than 50 years as a national program management/construction management consulting firm consistently achieving top rankings in Engineering News-Record ( ENR). With a portfolio of projects that span the globe, we specialize in project and program management with subspecialties in owner’s representative, project controls, project scheduling, risk management, claims avoidance, and other fields! We are recognized for our leadership and subject matter expertise across a variety of industries and for helping owners deliver successful projects.

PMA values professionals who aspire to cultivate successful and enduring careers with us, and we have a great track record of working with our staff to nurture meaningful career arcs across industries and geographies.

Position Summary

PMA has an opportunity for an Office Administrator to join our dynamic and supportive team for a large capital transit project. In this versatile role, the successful candidate will build meaningful relationships with senior managers and technical staff within the Van Nuys field office by managing and supporting the integrated project management office (IPMO) administrative needs.

Duties include, but are not limited to:

  • Supporting the project team and managing day-to-day office operations, including general administrative support.
  • Manage project vehicles by scheduling required maintenance, tracking vehicle assignments to staff, etc.
  • Manage office building parking assignments and parking vouchers.
  • Serve as the main point of contact for office building management.
  • Complete office set-up (i.e., manage the framing and installation of artwork, painting, coat hooks, name placards for offices, cubes, conference rooms).
  • Conference room management, including developing and maintaining a process for requesting and booking conference rooms.
  • Meeting set-up (make sure AV is operational, set up the room for meetings, order food, and setup plates/napkins for working lunches, etc.).
  • Maintain a fully stocked office – order supplies as needed/requested and check the items' stock to ensure we have supplies on hand.
  • Ensure the office is kept in an orderly condition and water plants.
  • Managing the project team's calendars and scheduling/coordinating conference room meetings with Outlook.
  • Collect and Q/A all project team timesheets for biweekly submission to the client.
  • Assist accounting and the project team with preparing expense reports, providing Q/A of client invoices, communicating with project managers, and helping to resolve payment/invoice issues.
  • Assist senior managers with contract compliance, tracking, and required reporting.
  • Assist the Office Engineer with document controls (RFI's, Submittals, timekeeping, meeting minutes, etc.) and document management (organize, update, and make accessible project records and files).
  • Overseeing onboarding procedures for new site staff, including safety training, organizing their employment paperwork, and system setup.
  • Plan and schedule project team's events, webinars, and conferences; and attend networking events and career fairs.
  • Assist marketing team with opportunity research and CRM information, including procurement site portal registration and documentation, responding to RFP and SOQ opportunities, and setting up new projects and tasks following established guidelines.
  • Participate in internal initiatives supporting other departments within the organization. Assist in employee engagement, including new hire orientation.

Position Qualifications

  • Exceptional organizational, communication, and time management skills required.
  • Ability to respond quickly and prioritize tasks to meet strict deadlines.
  • Excellent writing and grammar skills required.
  • Experience supporting invoicing and expense reporting required.
  • Self-motivated and able to work without direct supervision.
  • Proficient in MS Office, especially Excel and Outlook, required.
  • Experience with social media tools (e.g., Twitter, Facebook, LinkedIn) preferred.
Additional Requirements
Physical: Standing or sitting for long periods; must be able to lift up to 15 pounds at times and spend extended hours in front of a computer screen.
Cognitive: Problem-solving, written, and verbal communication skills; computer and software skills; and ability to read and interpret text online or in printed form.

PMA offers competitive wages and comprehensive benefits, including medical, prescription, dental, vision, time off with pay, 401(k) with company match, life, disability, and professional development reimbursement for qualifying employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, sexual orientation, gender identity, or gender expression), disability, national origin, or any other characteristic protected by applicable laws, regulations, and ordinances. Qualified female and minority applicants are encouraged to apply.
EOE, including persons with disabilities and veterans.
VEVRAA federal contractor.



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