Project Administrator

Gallo Mechanical is looking for a Project Administrator to join our growing team. As a project administrator, your primary responsibility is to assist the project managers with accounting needs from the project turnover meeting to project completion. The Project Administrator ensures the company job cost accounting methods, standards and processes are maintained. Responsibilities: Work with your designated project manager teams to ensure all proper information is input into the company's accounting systemTrack Subcontracts, Purchase Orders, and Change OrdersEnsure projects are billed by designated dates with all necessary documentationMaintain professional customer service with General Contractors and OwnersAssist in implementing new processes for your project teams when applicable Weekly Job Responsibilities: Attend Turnover meetingsEntering estimate breakouts from the project teamEntering pertinent job information into vistaEntering Subcontracts and sending out via DocuSignEntering Purchase Orders and sending out via DocuSignEntering Contract Change Orders, getting signed and returnedEntering PO and Sub Change Orders and sending out via DocuSignWhen and as directed, fulfill compliance for Subcontracts, Purchase Orders and Change OrdersInitiate routine billings for project managers and send out to Customer by due date with all needed informationOpen projection codes for PM Cost Projections Requirements Verbal and written communication: One of a project administrator's tasks is to provide documentation, which requires excellent written communication skills. Verbal communication skills are also important and can help project administrators collaborate with our Customers and Project TeamsOrganization: Project administrators are responsible for coordinating the many tasks that comprise a completed projectTime management: Project administrators work to ensure that every stage of our projects are completed within a certain time frame. Excellent time management skills can help them complete their own tasks and keep others on scheduleCollaboration: Projects are collaborative efforts and project administrators work closely with, managers, contractors and a range of other professionals. The ability to work as part of the team can help ensure successful project completionProficiency with project management accounting software: Familiarity with Viewpoint Vista is an important qualification for project administratorsMultitasking: Project administrators have multiple responsibilities that they might have to manage simultaneously, including documentation, task monitoring and resource management. This makes multitasking and task prioritization valuable skills for the teamFlexibility: Conditions can change rapidly during the lifecycle of a project. In these circumstances, adaptability can help project administrators change their processes, develop new plans and ensure the success of the project Benefits At Gallo Mechanical LLC, our foundation is built on the core values of family, service, and exceptional performance. With 80 years as a proud, locally-owned family business, we are dedicated to finding innovative ways to serve and support the community we call home. It all starts with our greatest asset - our people! We invest in your growth through dedicated training programs and back you up with a comprehensive benefits package designed to help you thrive in your career. Training, support, and career progression to help you grow in your careerCompany-paid medical insuranceDental, vision, voluntary life, short term disability, accident, and critical illness insuranceTeam Incentive Program (TIP): Allows eligible employees to share in company financial success401(k) plan with a 5% company matchEmployee wellness resources, PTO benefits, and more!