Project Support Administrator

Position Purpose

Act as administrative support to the project management staff to facilitate and coordinate all paperwork and related administrative items.

Position Responsibilities

• Create and distribute closeout manuals, includes procuring internal & external closeout materials as well as box app use.
• Create foremen and project start up manuals.
• Cookordinate and finalize warranty resolution and open warranty consideration in MC.
• Cookordinate and finalize QAF (Quality Action Form) resolution.
• HVAC Controls project support (Balancing reports, Kohler reports, job numbers, etc)
• Secondary Responsibilities:
• Create, distribute, and ensure compliance of subcontracts as requested by project managers.
• Cookordinate and complete all necessary ISO paperwork required for each project, upon request from Project Manager.
• Work closely with the Project Managers to monitor all financial reports for any inconsistencies and collaborate with PM for any adjustments to be made.
• Implement spreadsheets or other related materials for labor tracking on projects as needed and follow up with foreman/project manager to keep up-to-date and accurate information.
• Update project manager schedule on a weekly basis.
• Research & obtain paperwork associated with acquiring permits, registrations, etc. and provide it to the project manager.
• Assist others in department with metrics, bid summaries and spreadsheets as needed related to projects, lean events, department goals, etc.
• Develop, review, update and add work instructions and forms to Sharepoint.
• General administrative duties including running reports, typing, maintaining reports/documents, copying, ordering materials and/or supplies, creating documents/spreadsheets, scheduling internal meetings and registering employees for seminars/training, etc.
• Cookordinate project schedules as needed using MS Project or similar software product.
• Type up and distribute submittals and transmittals for jobs, as necessary.
• Complete bid forms, customer proposals, and new customer safety forms and pre-qualifiers.
• Complete and submit material requisition requests and assist with material return process/paperwork.

Periodically cover the front desk during absences (one of a handful of positions on a rotating schedule for this purpose).

Support and maintain a safe and Lean working environment.

Other duties as assigned.

Summary of Skills, Knowledge and Abilities

• Education & Experience: High school diploma or equivalent required. Associates or Bachelor's degree preferred.
• 0 – 6 years of experience in a related role.
• Background in a mechanical contracting environment with knowledge of the industry and applicable terminology.
• Excellent organizational skills with proven ability to handle multiple tasks efficiently.
• Demonstrates accuracy and thoroughness and monitors own work to ensure quality.
• Identifies and resolves problems in a timely manner.
• Able to gather and analyze information skillfully.
• Strong communication skills, both verbal and written.
• Excellent customer service skills, with both internal and external customers.
• Highly proficient in Microsoft Word, Excel, Outlook, Project, and Adobe Acrobat.
• Working knowledge of Microsoft PowerPoint and Vision.
• Previous experience in construction is preferred but not required.
• Position may require ability to access job sites, including climbing, crawling, and kneeling.
• Typing speed of 50 – 60 wpm

Direct Reports

• None