Administrative Assistant

This is a fully remote position, open to applicants in California.

📋 Description

• Oversee and ensure compliance with certified payroll regulations for projects requiring such documentation.

• Analyze contract, agency, and project specifications at the beginning of each project to determine necessary forms, systems, submission timelines, and supporting materials.

• Establish jobs within the internal compliance tracking system and maintain comprehensive job records.

• Distribute contractor welcome packets and gather as well as assess initial documentation.

• Collaborate with Operations and project teams to guarantee that subcontractor onboarding and compliance documents are finalized prior to the commencement of work.

• Register subcontractors and lower-tier subcontractors in relevant systems, including LCPtracker.

• Offer assistance and training to subcontractors regarding certified payroll standards, documentation, and reporting systems.

• Review and confirm the accuracy and compliance of certified payroll reports, coordinating any necessary corrections.

• Keep and monitor complete certified payroll compliance files, encompassing weekly payroll reports, monthly documents, recurring requirements, and closeout documentation.

• Conduct weekly and periodic audits to discover any missing, incomplete, inaccurate, or overdue submissions and ensure resolutions are pursued.

• Assess monthly and agency-specific compliance documentation and generate reports for any missing or overdue items.

• Discuss subcontractor compliance status with Accounting and determine conditions for payment releases.

• Supervise the expiration of certificates of insurance, business licenses, and contractor licenses.

• Monitor submission deadlines, elevate risks, and coordinate issue resolution with project managers and compliance teams.

• Aid in compliance documentation for audits, agency reviews, internal reporting, and client inquiries.

• Gather and evaluate closeout documentation, finalizing subcontractors and projects in relevant systems.

• Stay updated on California prevailing wage laws and enhancements to LCPtracker.

• Organize and maintain both digital and physical compliance records.

• Perform additional administrative tasks that support compliance and project management teams.

⛳️ Requirements

• At least five years of experience in certified payroll management.

• Proven experience with certified payroll for California public works is essential.

• Familiarity with LCPtracker is preferred.

• Experience with preparing and submitting electronic Certified Payroll Reports (DIR eCPRs) for the California Department of Industrial Relations is advantageous.

• Proficient in proactively identifying approaching deadlines, missing documentation, expiring credentials, and compliance risks.

• Capable of interpreting and implementing certified payroll requirements for public agencies, clients, and agency-specific systems.

• Strong communication skills to engage professionally with Operations, Accounting, project teams, subcontractors, and other departments.

• Ability to ask pertinent questions, identify suitable resources, and independently research requirements.

• Solid understanding of California Prevailing Wage Law, DIR reporting, and labor compliance regulations.

• Exceptional attention to detail, organizational capabilities, and time management skills.

• Proficient in Microsoft Office Suite (Excel, Word, Outlook).

• Experience in construction or engineering firms overseeing multiple public works contracts.

• Certification or coursework in labor compliance, construction management, or public works administration is desirable.

• Ability to prioritize various projects and tasks effectively.

• Competence in collaborating with a diverse range of stakeholders while delivering outstanding customer service.

• Capability to thrive in a fast-paced, dynamic, entrepreneurial work environment.

• Willingness to travel as required.

🏝️ Benefits

• Equal opportunity employer.

• Reasonable accommodation for disabilities throughout the application and hiring process.

• Participation in E-Verify.