Project Administrator

Responsibilities

• Create, edit, format, and update project documents from project team drafts and input.
• Copy, collate, and bind project documents and reports following Christman templates and standards.
• Arrange for outside reproduction services when necessary.
• Draft business letters for review and approval by project team members.
• Assist with agendas and distribution of meeting minutes.
• Proofread final products to verify professional impact.
• Compile and prepare EEO reports as required for government projects.
• Organize Project Documents: Create and maintain filing systems, manuals, project directory, and document tracking.
• Maintain project bidders’ list, distribute construction documents, hold deposits, and retrieve information.
• Draft subcontractors Supplement A and vendor agreements.
• Receive and track project start-up and closeout documents.
• Create binders and electronic version for owners.
• Distribute bulletins to trade contractors, collect quotes and provide information to Project Managers and/or Project Engineers electronically as required.
• Post daily reports in Viewpoint if required and prepare for distribution.
• Post RFIs and bulletin changes on drawings if required.
• Assist with Subcontractor compliance.
• Assist with submittal process.
• Submit required reports.
• Receive, review, and forward vendor invoices and payments.
• Assist team members with specific needs as required on a project-by-project basis.
• Post and maintain signage and required documents in project site office.
• Coordinate check requests as needed for items such as building permits.
• Receive, screen, and distribute incoming correspondence.
• Coordinate mail exchange with local Christman project office.
• Prepare and send outgoing mail and parcels.
• Greet Callers and Visitors: Answer telephone calls and assist callers or route to appropriate team member.
• Greet visitors and provide assistance or direct to appropriate team member.
• Be a friendly face and voice to portray the image in which the company takes pride.
• Coordinate visitor sign-in documentation.
• Maintain trade contractor contact list for deliveries including notification of a delivery.
• Coordinate site visits.
• Coordinate Conferences: Schedule meetings.
• Arrange conference rooms.
• Order and set-up lunch when necessary.
• Manage Administrative Inventory: Produce administrative supplies and equipment and safety supplies and equipment for the project site.
• Control petty cash.
• Coordinate Collaboration Technology: Arrange conference calls and schedule web collaboration meetings.
• Have knowledge of project internet including rebooting system if required and/or necessary.
• Assist with Project Safety: Submit meeting dates and topics to Corporate Office for superintendent bi-weekly and bi-monthly reports.
• Assist with safety documentation for the project (record keeping).
• Collect and maintain safety information as requested by project team.
• Assist with safety orientation process.
• Multi-Project Office/Regional Assistance: Coordinate assistance to other projects as requested and/or needed if possible.
• Be a resource for Project Administrative Assistants.
• Provide assistance to Regional Administrative Assistants as needed.

Requirements

Required Education and Experience: Bachelor’s