Dabri, Inc. is specialized in providing construction management and project controls services. We are seeking an Office Administrative Assistant/Billing Assistant Level I or Level II for our office and support in projects. The level of the position will depend on the experience of the candidate. This position starts on a part-time basis and may turn into full-time.
The ideal candidate will perform
general office administrative and billing assignments function for main office in San Francisco; must possess good communication skills, a solid grasp of general office administration, HR, and billing principles, and exercise sound technical judgment. Under supervision, this position will require solving problems of low to medium difficulties and providing support to field staff. The responsibilities will include: working with internal and external parties to plan, develop and execute HR and billing plans, project controls, research, preparing project billing or other reports to assess accuracy and conformance; and other duties as assigned. The selected candidate may require to travel and work in Oakland office as required.
Scope of Work :
- Assist in collecting, reviewing, and filing all staff timesheets and monthly reports.
- Prepare and process monthly project billing and invoicing with attention to accuracy and deadlines.
- Perform general office administration including document filing (physical and digital), scheduling, proofreading, organizing meetings, and maintaining office systems.
- Assist in HR functions such as job postings (e.g., Indeed), candidate screening, conducting telephonic interviews, formatting resumes, and submitting qualified candidates to clients.
- Support staff onboarding and maintain personnel records for internal and client-side teams.
- Attend marketing and business development meetings in the Bay Area and take detailed meeting minutes.
- Assist with document control including forwarding and tracking the status of submittals, RFIs, RFS, design changes, change orders, notices to proceed, requests for quotations, and other project correspondence.
- Review and organize as-built documents for project closeout.
- Help develop and refine RFP/RFQ responses, marketing materials, and graphics as assigned.
- Support technical tasks including data entry, preparing calculations, technical reports, estimates, and proposals under the direction of the Engineer or Office Manager.
- Coordinate office purchasing and ensure accurate documentation for expenses and project-related supplies.
- Perform additional administrative or project coordination duties as required to support daily operations.
Skills & Abilities: - Effective written , interpersonal, and communication skills with the ability to work as part of a team involving staff, clients, and outside agencies
- Proficient using Microsoft Word, Excel , and Presentation
- Strong problem-solving skills, including identifying data quality issues
- Strong organizational skills, including an ability to prioritize activities and work with limited supervision
- Detail minded
- Results-oriented and able to complete tasks on deadline with little supervision
- Ability to make good decisions using sound, professional judgment
Minimum Qualifications: - B.S. in Business administration, Accounting, Engineering or Construction Management Required
- Minor in Computer Science, Computer Engineering preferred
- Prefer, local Bay Area residents
- Valid California Driver's License and Work Permit (Green card/US Citizen) Required
- 2-3 years of professional relevant experience required; a Master's Degree in Business or Engineering will be considered as one year.