Project Administrator

Reporting to: Office Director

The proposed compensation range for this position is $50,000 to $65,000. The offered rate of pay will be based on work location, individual education, skills & qualifications, and experience level.

Overview of Role

The Project Administrator will be responsible for maintaining an open communication channel between the office and field personnel to ensure all paperwork is accomplished in a timely and accurate fashion on assigned projects. Responsibilities include expediting routing for approval of purchase orders/subcontracts, obtaining certificates of insurance/licenses/bonds from subcontractors, 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 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, prepares 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.
• Coordinates meetings when necessary.
• Performs data entry and composition of administrative documentation.
• Orders supplies and procurement for jobsites.
• Participates in weekly project meetings with design consultants, general contractors, project managers, and clients.
• Works with project managers to develop weekly meeting agendas.
• Uses independent judgement and discretion in coordination of assigned construction projects.
• Develops and distributes meeting minutes.
• Follows up with project team members to ensure timely completion of assigned tasks.
• Monitors project schedules, logs, and tracks progress to meet design, construction, and other deadlines.
• Develops monthly executive summary reports.
• Contributes to team performance by collaboration and effective communication.
• Contributes to and understands the client’s desired project outcomes, identifies opportunities to add value to accomplish those 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.
• 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.

Physical Requirements and Working Conditions

• Often works in an indoor office environment. Equipment used includes computers and standard office machines.
• Essential physical tasks include: the ability to work on a computer and the ability to answer and speak on a telephone.
• May work on site location to include ascending or descending ladders, stairs, scaffolding, ramps, poles, and the like, using feet and legs and/or hands and arms. Body agility is emphasized.
• Ability to lift 50 lbs.
• May also require:
  • Sitting
  • Standing for long periods of time
  • Walking, carrying, pushing, stooping, crouching, and pulling

Pay

The proposed compensation range for this position is $50,000 to $65,000. The offered rate of pay will be based on work location, individual education, skills & qualifications, and experience level.