Construction Project Administrator
1 month ago
We are seeking a Construction Project Administrator to join our team of professionals
Responsibilities:
- Primary responsibility for this position will be creating and managing information and administrative documentations on both the cost and income sides for multiple projects at a time.
Reports To:
- Project Administrator Manager
Job Summary:
The Project Administrator is the liaison between the Company Project Manager, Superintendents, Estimating and Accounting Staff. This position also has some level of coordination with the staff and principals of Clients, Architects, Vendors Subcontractors and public and private agencies.
General Summary of Duties:
The Project Administrator is responsible for Gathering all project related data, then logging, tracking, disbursing, and managing all information for projects assigned while working with other departments to ensure administrative organization, efficiency, and customer satisfaction. The PA duties also include being the gatekeeper for all project information, the creator, administrator, processor and record keeper of all project job costs, billing subcontractor, vendor, bill processing and full job cost accounting.
Travel:
- At this time travel is not required for this position.
Responsibilities:
- Review and process all project invoices and billings
- All project bookkeeping, records, files, transactions, logs. • Prepare and Produce reports for PM staff & President. • Assist with project request for information: submitting, tracking and logging.
- Coordinate with Project Managers to obtain complete drafts of documents for assigned projects. Input data received. Produce and process contracts, purchase orders, change orders, correspondence. Provide distribution, tracking, records and filing of these items.
- Communicate daily with site superintendents, assistant and project managers for all projects assigned on a daily basis.
- Receive all daily documentation transmitted from jobsite(s), disburse information to all stake holders in company. Log and file as required. • Track job progress and paperwork, status of GMCA to client contract billings and final cost projections. clients change orders and subcontractor change orders.
- Maintain and keep up to date creation, information input and logging of all project physical and digital files, records and miscellaneous paperwork including photos and records.
- Develop & maintain working relationships with clients, consultants, project team members and business associates of company. • Organize, plan & prioritize workload.
- Communicating with supervisors and peers.
- Problem resolution.
- Work collaboratively with other departments.
- Assist other team members as needed for project/task completion & overall growth of company.
- Prepare client billing and submit in proper format with appropriate paperwork.
- Perform any reasonable task relating to company needs as requested by management.
Minimum Job Qualifications:
- Solid employment history
- Can demonstrate successful Full charge bookkeeping experience • Microsoft Office Suite experience: Outlook, Excel, Word, & PowerPoint (Advanced experience with spreadsheets & reports) • Working knowledge of and Experience with the use of Procore and DocuSign software systems
- Timberline accounting software experience (strongly recommended) • Deadline & detail oriented.
- Excellent verbal & written communication skills
- Strong accounting/ bookkeeping skills (note: full charge bookkeeping is an asset in this position)
- Ability to adapt to different software
- Discretion and confidentiality a must
- Ability to follow instructions.
Supervisory Responsibilities:
- There are no supervisory responsibilities for this position.
Mental and Visual Requirements:
- Close mental and visual attention required to perform work dealing primarily with preparing and analyzing data and figures, using a computer terminal, and reading.
Physical Activities and Requirements:
- Uses personal computer approximately 4-5 hours per day.
- Uses telephone and email to communicate with consultants, contractors, and coworkers, approximately 5-6 hours per day.
- Sits approximately 5-6 hours per day.
Equipment Used:
- Ability to operate various office equipment including computer, printer, telephone, fax machine, copier, and collating equipment.
Environmental Conditions:
- Work is performed in an office setting where there is no substantial exposure to adverse environmental conditions.
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