Project Administrator

2 days ago

Lees Summit MO United States Martinus North America Full time

About Us: Martinus is a market leading, full-service railway infrastructure company that builds and maintains large scale railroads and intermodals within North America. We have the internal resources necessary to supply and distribute specialist railroad material as well as construct full turnkey railway projects for the Class 1, Short Line and Industrial markets.

The Project Administrator supports the operational and financial aspects of projects within Martinus. This role is responsible for coordinating and maintaining accurate project information across multiple systems, assisting field personnel, and ensuring compliance with project-specific requirements. The Project Administrator plays a critical role in managing documentation, supporting financial processes, and liaising with cross-functional teams to promote smooth project execution and communication.

Job Description

Project Coordination and Reporting

  • Roll forward and maintain jobs on weekly Work-In-Progress (WIP) reporting, ensuring data accuracy for project financial tracking.

  • Conduct daily equipment usage synchronization to ensure project resource tracking is up to date.

  • Set up and maintain jobs and budgets in company software systems.

  • Establish job approval groups within the timekeeping software to streamline project management workflows.

Support for Field Personnel

  • Assist field personnel with travel and hotel bookings as required to support project mobility and reduce logistical challenges.

  • Train users and provide ongoing support for the hotel booking platform, ensuring efficient usage and compliance with company policies.

Vendor and Cost Management

  • Add new vendors to the accounting system, ensuring they are properly vetted and onboarded according to company procedures.

  • Track and maintain customer purchase orders to ensure accurate records for project expenses.

  • Enter project change orders into the accounting system to reflect updated project scopes and budgets.

  • Set up and maintain project-specific cost codes to enable precise tracking of expenses.

Financial and Compliance Support

  • Audit time and material projects, following up with Project Managers to ensure accuracy and accountability.

  • Support Accounts Payable by addressing job costing inquiries related to project invoices, ensuring alignment with project budgets.

  • Prepare and complete lien waivers for projects as required to maintain compliance and support payment processes.

  • Set up AIA invoicing for new projects, ensuring billing aligns with contract terms and project progress.

  • Act as backup personnel for Vendor Purchase Orders, providing support during high-volume periods or team absences.

Licensing, Pre-Qualification, and Compliance

  • Complete state license applications to maintain compliance for project execution across different jurisdictions.

  • Complete and submit pre-qualification forms for potential new customers, supporting business development efforts.

  • Communicate with the Finance team regarding project-specific sales tax compliance, billing cycles, and prevailing wage compliance based on contract requirements.

General and Administrative Support

  • Perform additional duties as assigned, contributing to team effectiveness and adaptability in support of project and operational goals.

Formal Qualifications

Required:

High School Diploma

Proven background in construction projects.

Analytical skills balanced by an understanding of how businesses and contracts need to be managed.

Intermediate knowledge of Microsoft Excel and Word.

Basic knowledge of Microsoft Outlook.

Proficient knowledge of ERP systems.

Desirable:

Associates Degree in Finance, Accounting, Construction, or equivalent experience.

3 Years experience in Project Administration

At Martinus, we are committed to fostering an inclusive, diverse, and equitable workplace where all employees feel valued, respected, and supported. We are proud to be an Equal Employment Opportunity employer and provide equal employment opportunities to all qualified applicants and employees without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability, veteran status, genetic information, or any other status protected by applicable law. We encourage applicants from all backgrounds to apply and join our mission to build and maintain safe, reliable railway infrastructure.

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