Job Description

Nova Group Inc., a Quanta Services company, is an industry leading general engineering construction company with 45 plus years of experience worldwide. Nova specializes in hydrant fueling, waterfront, electrical and utility military construction projects for the Department of Defense (NAVFAC, USACE) and Department of Energy at various National Laboratories. Nova exceeds customer expectations through innovative construction, safety, quality and outstanding customer service.

Headquartered in Napa, CA, with regional offices in Rancho Bernardo, CA, Port Orchard, WA, Japan and project locations stretching across the US, as well as internationally, the opportunities are endless with Nova! Nova offers employees competitive health benefits, matching 401K contributions, career advancement opportunities, and endless training opportunities.

Responsibilities:

• Purchase Orders & Subcontracts:
• Coordinate preparation and distribution.
• Ensure timely collection of proper documentation.
• Monitor compliance with contract terms and notify management of non-compliance.
• Track subcontractor insurance expiration dates and notify them of expiring coverage.
• Maintain accurate records in the Nova accounting system, including new vendor setup.
• Client Liaison:
• Liaise with Client at project start.
• Manage payment and performance bonds and certificates of insurance.
• Ensure timely delivery and follow-up on necessary documents.
• File Management:
• Manage and electronically file all subcontract and purchase order documents.
• Coordinate project start-up and close-out, ensuring timely archiving of files.
• Project Coordination:
• Monitor subcontract/purchase order progress, prepare reports, and attend meetings.
• Set up new project folders and prepare custom templates for project forms.
• Administrative Support:
• Assist project teams with administrative tasks, including printing plans and assembling O&M binders.
• Make travel arrangements and coordinate special projects.
• Manage food and beverage needs for office meetings and events.
• Support Contracts, HR, and Legal departments during audits and reviews.
• Assist with phone coverage and other administrative tasks as needed.
• Skills, Knowledge, Qualification and Experience
• Contract administration and/or legal secretary exposure, or equivalent combinations in training and experience preferred.
• General knowledge of contracting, office administration, finance, purchasing, engineering, and controls procedures, as well as knowledge of equipment and construction techniques preferred.
• Proficiency with Microsoft Office Suite products, organization, and excellent verbal and written communication skills are essential.

Pay rate: $60,000 to $80,000 per year. Non-exempt.

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