Project Administrator

Primary Duties

• Organize, prepare, submit and track subcontracts, supply agreements, purchase orders and change orders.
• Act as liaison between Project Managers, Clients and Subcontractors referring questions to Project Managers or Accounting as needed.
• Maintain the GC Project files and upon project completion combine with PM and site files to create the project archive for both paper and electronic files.
• Cook up and distribute General Manager and Project Manager’s mail.
• Assist Project Managers with bidding process.
• Obtain W-9 forms from vendors new to CP.
• Afford assistance with corporate projects as assigned.
• Afford assistance with HR as needed.
• Conduct all hourly and salary new hire orientations.
• Afford assistance with training program.
• Set up workspaces for all new employees.
• Distribute welcome letter, coordinate computer, supplies, furniture, voicemail, cell phone services, etc.
• Distribute and maintain company supply of PPE.
• Distributes tape measurers on a quarterly basis.
• Track, process and approve all invoices for regular general office expenses.
• Perform necessary property management duties for Yates office location.
• Maintain office equipment and service agreements.
• Maintain general office filing system.
• Distribute, track, review and submit hourly timecards on a weekly basis.
• Distribute, track, review and submit salaried timecards on a monthly basis.
• Distribute, track, review and submit General Managers Expense Reports on a monthly basis.
• Maintain supply of and track checks and invoices.
• Monitor compliance with company policy and procedures.
• Compile necessary information for subcontractors relating to subcontracts and HUD information.
• Afford assistance with RFP/RFQ preparation.
• Afford assistance with Submittal process.
• Afford assistance with RFI process.
• Type and distribute project meeting minutes.
• Perform other related duties as assigned.
• Makes trips to Costco or other supply locations on an as needed basis.

Requirements and Qualifications

• Computer Skills – excellent computer skills required. Proficiency in Microsoft Word, Outlook and Excel, CDM, Adobe Acrobat and other specific applications.
• Effective communication skills both verbally and in writing with superiors, colleagues, clients, and individuals inside and outside the Company.
• Ability to read, write, speak and understand English.
• Flexibility, reliability, and the ability to focus required.
• Ability to multi-task and prioritize required.
• Conflict resolution skills are necessary.
• Ability to operate office machinery (copier, fax machine, postage meter, etc.).
• Must be a forward thinker with good preplanning skills.
• Effective problem-solving skills.
• Effective in a team environment and adaptable.
• Organizational skills required.
• One (1) – two(2) years of Administrative Experience preferably in the commercial construction field.
• Associates Degree in business is preferred.
• High School diploma (or equivalent) is required.