Job Description

VINCE LOPEZ JR. AND SONS’ VENTURA OFFICE IS LOOKING TO HIRE A HIGHLY MOTIVATED AND ENERGETIC ADMINISTRATIVE ASSISTANT / ASSISTANT BID MANAGER TO JOIN OUR TEAM. OUR IDEAL CANDIDATE WILL HAVE EXCELLENT TIME MANAGEMENT AND ORGANIZATION SKILLS TO MANAGE MULTIPLE CONCURRENT PROJECTS.

RESPONSIBILITIES:

• PROVIDE CLERICAL AND ADMINISTRATIVE SUPPORT, INCLUDING MAINTAINING SCHEDULE, ARRANGING MEETINGS, PREPARING CORRESPONDENCE, TRAVEL ARRANGEMENT AND ASSISTING IN PREPARING BIDS PACKAGE FOR GOVERNMENT AGENCIES.

• IDENTIFY AND RESEARCH POTENTIAL BUSINESS OPPORTUNITIES THROUGH ONLINE SEARCHES.

• RESPONSIBLE FOR CREATING AND MANAGING A DATABASE OF POTENTIAL BIDS AND CURRENT CONTRACTS.

• TRACKING AND OVERSEEING ALL MEETING DATES, DUE DATES, ETC.

• COMPLETING ALL PAPERWORK AND GATHERING PERTINENT INFORMATION OF ALL JOBS BEING BID.

• GREET & DIRECT VISITORS INCLUDING CLIENTS, EMPLOYEE CANDIDATES AND VENDORS

• ASSUME THE RESPONSIBILITIES OF PROJECT COORDINATION WHEN CONTRACT IS AWARDED, PAYING STRICT ATTENTION TO DATES AND REQUIREMENTS DETAILED IN THE CONTRACT.

• OBTAIN REQUIRED BONDS AND CERTIFICATE OF INSURANCE AS NEEDED PER JOB.

• MAINTAINING THE AUDIT FILE FOR EACH AND EVERY CONTRACT INCLUDING ANY AMENDMENTS, CLARIFICATION, PAYMENT SCHEDULES AND CORRESPONDENCES.

• DATA ENTRY AND SPECIAL PROJECTS FOR LEADERSHIP TEAM UPON REQUEST

• CAPABLE OF LOOKING THROUGH THE INSTRUCTIONS TO BIDDERS AND IDENTIFYING: PROJECT DURATION, PHASES AND MILESTONES, LIQUIDATED DAMAGES, INSURANCE REQUIREMENTS, SUBCONTRACTOR BONDING REQUIREMENTS, GENERAL CONTRACTOR, PRE-QUALIFICATION REQUIREMENTS, SUBCONTRACTOR PRE-QUALIFICATION REQUIREMENTS, DVBE OUTREACH REQUIREMENTS, SBE OUTREACH REQUIREMENTS, LBE OUTREACH REQUIREMENTS

• RESPONSIBLE FOR CREATING, MAINTAINING AND UPDATING AN IN-HOUSE SUBCONTRACTOR AND VENDOR OUTREACH LIST TO PROVIDE NOTIFICATION OF UPCOMING BIDS.

• MAINTAINING A SUBCONTRACTOR OUTREACH LIST WITH CORRECT DIR REGISTRATION NUMBERS AND CSLB LICENSE NUMBERS.

• MAINTAIN CONTRACT DOCUMENT FILES FOR PROJECT MANAGERS AND PROJECT ENGINEERS.

• MAINTAIN AND PAPERWORK REQUIREMENTS TO PROCESS SUBCONTRACTOR AND SUPPLIER PAYMENTS INCLUDING BUT NOT LIMITED TO: PRE-LIEN RELEASES, STOPNOTICES AND RELEASES, DIR UPDATES AND CERTIFIED PAYROLL, INSURANCE REQUIREMENTS, WORKERS COMP, LIABILITY, BUILDERS RISK (IF REQUIRED)

• RESPONSIBLE FOR OVERSEEING THE GENERAL FRONT OFFICE OPERATIONS AND OFFICE UPKEEP.

REQUIRED SKILLS:

• 1-2 YEARS EXPERIENCE IN ADMINISTRATIVE ASSISTANCE, OFFICE COORDINATION, GENERAL CONSTRUCTION AND/OR BID ASSISTANCE

• ABILITY TO PROJECT PLAN AND EFFECTIVELY MANAGE MULTIPLE CONCURRENT PROJECTS

• EXCEPTIONAL PROBLEM-SOLVING SKILLS – AN ANALYTICAL, INNOVATIVE, AND CREATIVE MINDSET

• MUST BE EXTREMELY ORGANIZED WITH A STRONG ATTENTION TO DETAIL

• PROFICIENT COMPUTER SKILLS INCLUDING DATABASE MANAGEMENT, ONLINE RESEARCHING AND EMAIL REACHOUT

• POSITIVE AND SELF MOTIVATED

• GREAT COMMUNICATION SKILLS AND TELEPHONE DEMEANOR

• WILLINGNESS TO BE ON-SITE AT OFFICES AS NEEDED TO PROCESS SHIPMENTS, DELIVERIES, ETC.

• TECH SAVVY - APTITUDE TO GRASP NEW CONCEPTS AND TOOLS QUICKLY

• STRONG WRITTEN AND VERBAL COMMUNICATION SKILLS

FULL TIME 8AM - 5PM

$20 PER HOUR

BENEFITS AFTER 90 DAYS OF EMPLOYMENT

COVID-19 CONSIDERATIONS: MASKS MAY BE REQUIRED INDOORS.