Project Administrator (All Levels)

Position Summary

This Project Administrator will be a valuable project team member by providing administrative support to the overall project group. This job requires a high-level attention to detail, organizational skills and excellent written and oral communication skills. The project environment is fast paced, so an ability to switch gears quickly, provide ideas to streamline processes and efficiently complete tasks will be essential.

Position Description

• Ensure all timecards for assigned jobs are complete and ready for payroll processing, approve in system on a weekly basis and submitted to payroll by noon on Monday’s.
• Review timecards daily and resolves any discrepancies with the project team.
• Maintain project information within the Vista software system ensuring all information required is complete, accurate and up to date.
• Manage your assigned open projects by supplying AR (accounts receivable) with the following documents; lien waivers requested monthly from subs or suppliers.
• Prepare billing package from Vista using information loaded into system by project team, create customer required schedules, collect all associated documents (from other internal and external departments) required for pay application and compile and send to customer.
• Post Billings to Vista and ensure all documents sent to the customer are uploaded into Vista.
• Manage change orders into Vista as requested by the project team.
• Run certified payroll reports, collect union letters and other associated monthly project reports as required.
• Ensure job invoice routing to responsible person, work with AP to properly set up workflow for the invoices.
• Verify subcontract payment amount with project team. Notify via system subcontract payables that amounts are ready for payment pending compliance documents.
• Run, print and prepare reports as requested by Project Team and/or Area Manager.
• May be asked to prepare submittal packages and other mailings to customers and subcontractors.
• Work with Shared Services to identify process improvement, recurring reporting or system enhancements to improve process flow and minimize duplicate data entry.
• Price extra work bills in a timely fashion for submission to the customer to assist project team to create change orders.
• Order supplies and other materials and prepare expense reports for project team, as needed.
• Attend area meeting. Responsible to bring AR and Over/Under billing reports to the area meeting for discussion and follow-up.

Competitive Benefits & Total Rewards

• Pay Range: $29 to $39 hourly, depending on experience.
• Employee Stock Ownership Plan (ESOP): Eligible employees can build long-term wealth through shared ownership.
• 401(k) + Profit Sharing: Immediate eligibility with generous annual employer contributions that go beyond traditional match programs.
• Wellness Incentives: Earn up to $700 per year for participating in healthy lifestyle activities.
• Employee Referral Bonuses: Help grow our team and receive bonuses for successful referrals.
• Benefits: Medical, Dental & Vision Insurance, Paid Time Off, Parental & Family Leave, Disability & Life Insurance, Training & Career Growth, Perks & Community Programs.