Project & Admin Assistant

TYLin is a globally recognized, full-service infrastructure consulting firm committed to providing innovative, cost-effective, constructible designs for the global infrastructure market. With over 3,000 employees throughout the Americas, Asia, and Europe, the firm provides support on projects of varying size and complexity. Together, we enhance conventional designs with smarter, more resilient systems. We provide people with better mobility. We steward precious resources by finding more sustainable solutions.

Job Summary

We are seeking an outgoing, resourceful, and professional Project/Office Assistant to join our team in Irvine, California. As the 'face' of our organization, you will be the first point of contact for visitors, colleagues, contractors, and clients. Your role will be essential in providing top-notch administrative support, ensuring smooth daily operations, and maintaining our welcoming office environment. If you're a proactive individual with exceptional communication skills and a passion for making a positive impact, we’d love to hear from you.

Responsibilities & Qualifications

Responsibilities:

• Prepare cost proposal and other multi-worksheet Excel spreadsheet templates from scratch & populate/edit existing Excel workbooks.

• Perform internet-based research on project pursuits, clients, and other related marketing items.

• Provide project-related assistance to office staff on submittals and other project/client requirements.

• Set up meetings, conferences, and travel arrangements.

• Answer and direct phone calls and distribute messages.

• Monitor, replenish and organize kitchen & office supplies.

• Set-up or modify employee workstations including monitors, docks, and keyboards.

• On-boarding new staff.

• Coordinate with vendors on delivery, purchase and payment.

• As needed, travel to/from train station and Orange County to pick up/drop off employees/clients/items.

• Request and File Certificates of Insurance for new and existing projects as well as for subconsultants.

• Reviewing and/or processing project invoices, vendor invoices, and subconsultant invoices and agreements.

• Coordination with subconsultants.

• Cost/Budget Tracking for TYLI and Subconsultants.

• Assist Project Managers with presentations and information and provide input for project meetings.

• Assist with project work plans, project set up, and provide input from a Project Controls perspective to ensure our projects are set up for success and we are tracking all of the necessary metrics.

• Provide audit information and backup forms, and coordinate with our subs as required by Clients for use in preparing accepted overhead rates, multipliers, etc. for new projects.

• Other duties as assigned.

Qualifications:

• Requires high skills in MS Word (minimum typing speed of 40 wpm and creation of reports including tables, images, multiple sections, headers/footers, and varying page sizes within the same document) and Excel (must be able to create basic addition, subtraction, multiplication, and division formulas, and create multi-worksheet workbooks, from scratch).

• Must have excellent communication skills, be punctual, and be flexible.

• Must present a strong, confident and professional image.

• Requires the ability to multi-task and function in a fast-paced environment with accuracy and clarity.

• Must be a motivated and well-organized team player, have a strong work ethic, and a “can do” problem-solving attitude.

• Ability to handle varying deadlines a necessity.

• Accuracy, attention to detail, and excellent customer service are absolute requirements.

• Respect for confidentiality and discretion is necessary.

• Position will allow for a hybrid working schedule, while spending at least 2 days per week in the Irvine, CA office.

• Position will serve multiple offices remotely, and will require visiting the Ontario, CA office at least twice per month.

• This position requires the ability to utilize computers, possession of a valid California Class C driver’s license, and lift and /or carry files, rolled documents and typical office supplies.

Additional Information

TYLin is committed to pay equity. As part of that commitment, we have provided the base compensation range of $40,000 - $74,000 annually for this position and local market. We recognize that each candidate brings a unique set of skills, experience, education and competencies to the table that will be reflected in our offer. TYLin is proud to offer exciting career development opportunities.  

TYLin offers a comprehensive total rewards package. Our benefits include extensive medical, disability and life insurance coverage, continuing education benefits, paid time off, employee assistance program and a retirement savings plan with company matching contributions.

We encourage all candidates to explore our total rewards offering.

TYLin is an equal opportunity employer, and we prohibit discrimination and harassment of any type as protected by federal, provincial, state or local laws. We celebrate diversity and are committed to creating an inclusive environment for all employees. The company and its employees are required to comply with all local health authority, legal or lawful client requirements.