The Buildings & Infrastructure Line ofBusiness is a global network of employees, which serves both the private andpublic sector. Our employees work to shape the communities we livein by creating world-class projects that transform the future development patternsof those communities. We provide our clients award-winning planning,engineering, architectural and interior design, construction and programmanagement, and design-build project delivery. The Jacobs business modelallows us to successfully service our clients, leverage our integratedservices, and provide our employees with growth opportunities while deliveringglobal solutions to our client's local programs.
We consistently receive high rankings from
Engineering News-Record (ENR) in many classifications, including the categoriesof Top Design Firms, Top Contractors, Top Green Buildings Design Firms, and TopTransportation Companies.
As a global leader of Program Management and Construction Management (PM/CM) services with projects ranging from $1 million to programs that cost up to $10 billion, we deliver award winning total Design and/or Construction Management projects for public and private sector clients. From the pre-construction phase, through complete erection of the project, to the post-construction and commissioning, we function as an extension of our clients' goals and aspirations. Project sector and types include: Aviation, Emergency Operations & Data Centers, Healthcare, both Higher Education and K-12, Hospitality & Entertainment, Correctional & Rehabilitation Facilities, and Research & Development Facilities.
We seek a dynamic high energy professional who is a team player, has good working knowledge of Excel, Word, Adobe Acrobat, some Power Point; ability to think on your feet and be flexible, good communications and organizational skills and ability to multi-task while working within a team environment.
The Office Manager supports the members of the FCS Capital Improvements Program (CIP) team. The members of the FCS CIP team include the Design Management group, the Program/Project Controls group, the Construction Management Group, the Program Deputy Director, and the Program Director. In general, the Office Manager will perform general office administration activities and will assist in the gathering of key information related to projects within the program. This position will report directly to the Program Controls Manager.
Specific duties of the Office Manager are as follows:
1.Perform various office administration duties. Duties typically include:
Distribution of office mail and other documents
Distribution of daily Prolog reports (invoices, PCOs, contract approvals).
Filing (both electronic and hardcopy versions) of various documents.
General orderliness of FCS CIP team area at the Administration building.
Provide needed software access to vendors.
Transmit information to various parties.
2.Make goods receipts for vendor payments in SAP, provide accounting necessary back up for invoices while maintaining a file copy, and update check information in Prolog.
3.Enter User Requests and Associated Potential Change Orders in Prolog. Working with appropriate school administration for approvals of User Requests if necessary. Change status of User Requests and/or linked PCOs as approvals are made.
4.Provide support for monthly report to FCS which may include running reports, assembling multiple electronic documents, obtaining needed documentation, transmitting reports, and other similar tasks.
5.Enter Change Directives in Prolog and provide reporting as necessary.
6.Maintain list of contract award dates, substantial completion dates, general contractors, and project architects for projects within the FCS Capital Improvements Program.
7.Obtain copies of the certificates of occupancy (if applicable) for projects in FCS Capital Improvements Program. Maintain list of certificates that have been received as well as the date of receipt.
8.Maintain copies of substantial completion dates (if applicable) for projects in FCS Capital Improvements Program. Maintain list of certificates that have been received as well as the date of receipt.
9.Maintain contact list for all consultants and contractors associated with the FCS Capital Improvements Program.
Maintain templates of standard letters.
Issue completed letters using U.S. Mail and/or electronic mail.
12. Maintain tracking log for:
Improvement recommendations for architect/consultant contracts
Improvement recommendations for construction contracts
Improvement recommendations for FCS CIP department
Value-added activities performed by Jacobs
4-7 years of experience, Bachelor's Degree preferred OR specialized training or education may be substituted for part of the experience
Requires previous experience managing an administrative office support staff
Excellent PC skills using a variety of software products (MS Office Suite, database skills) as well as strong administrative and business operations knowledge
At Jacobs, we help prepare people for new opportunities and challenges. With positions at every level, openings in multiple disciplines, expertise in a range of markets and offices around the globe, we create an environment where you can learn, grow, and thrive. From our competitive benefits program to our Health and Safety initiative of Beyond Zero workplace injuries, we believe that you'll find a flourishing career here at Jacobs.