Project Administrator

About the role

The Project Administrator will be responsible for maintaining an open communication channel between the office and field personnel to ensure all paper work is accomplished in a timely and accurate fashion on assigned projects, expediting routing for approval of purchase orders/subcontracts, expediting receipt of certificates of insurance/licenses/bonds as required from sub-contractors, submittal logging/tracking and follow-up, typing and distributing punch lists, and obtaining receipt for close out materials to the owner. The Project Administrator should have the ability to identify opportunities within a project that will add value and help successfully accomplish the client’s desired project outcome.

Responsibilities

• Aids project management services such as personnel, filing, budget preparation and control, records control, and special management studies.
• Works independently in the administrative management of a project to ensure smooth operation and client satisfaction.
• Coordinates and processes project invoices to ensure contract compliance, prepare invoice cover letters and transmittal documentation and submits to owner for payment
• Coordinates collection and preparation of project reporting
• Proofreads and corrects reports from staff
• Coordinate meetings when necessary
• Data entry and composition of administrative documentation
• Order supplies and procurement for jobsites
• Participate in weekly project meetings with design consultants, general contractors, project managers and clients
• Work with project managers to develop weekly meeting agenda
• Uses independent judgement and discretion on coordination of assigned construction project.
• Develop and distribute meeting minutes
• Follow-up with project team members to ensure timely completion of assigned tasks
• Monitor project schedules, log and track progress to meet design, construction and other deadlines
• Develop monthly executive summary reports
• Contributes to team performance by collaboration and effective communication.
• Contributes to and understands the clients desired project outcomes, identifies opportunities to add value to accomplish the desired outcomes.
• Adds to team effort by accomplishing other duties as assigned.

Requirements

Two-year degree in project management or a related field. Working experience may substitute for the degree. One to three years’ experience in design and construction or project management preferred.

Physical requirements: often work in an indoor office environment using computers and standard office machines; essential physical tasks include ability to work on a computer and answer/speak on a telephone; may work on site locations involving ascending/descending ladders, stairs, scaffolding, ramps, poles, etc., requiring body agility and ability to lift 50 lbs; may also require sitting, standing for long periods, walking, carrying, pushing, stooping, crouching, and pulling.

Skills

• Skilled in Microsoft Office, including Word, Excel, Outlook, and PowerPoint
• Excellent writing skills
• Basic accounting skills
• Contract administration experience a plus
• Ability to work at various job sites