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Senior Project Administrator

3 months ago

Houston, United States BUTLER-COHEN LLC Full time
Job DescriptionJob Description

JOB DESCRIPTION

The Project Administrator's primary responsibilities include coordinating with project managers and clients on invoicing and maintaining projects, contracts, and sub-contracts in our project management/accounting systems. Additionally, this position involves strong collaboration with the accounts receivables and project coordinators team, maintaining project budgets, assisting in project forecasting, expense reports, project setup, and client and sub-consultant contracts.

ESSENTIAL DUTIES/RESPONSIBILITIES

  • Assist the Project Management team with processing commitments and change orders via Procore.
  • Tracking, reporting, and issuing budget changes and commitments for electronic signature.
  • Participate in end-of-month and other meetings as needed,
  • Complete Prime Contract Payment Application package after receiving updated SOV and Project Schedule from PM
  • Review subcontractor invoices for compliance and coordinate initial review comments with PM/APM/PE; report to the project team any subcontractor who still needs to submit for payment via GC pay before the cutoff date.
  • Establish and administer project documentation and filing systems.
  • Assist with the project turnover documentation.
  • Maintain Procore project directory.
  • Review the Job Set Up form with PM.
  • Administer obtaining bonds from Subcontractors when applicable.
  • Administer collecting any monthly compliance documentation from subcontractors whenever applicable.
  • All other duties as assigned.

JOB REQUIREMENTS

Education/Experience Required:

  • Bachelor’s Degree in Accounting, Construction Management, or comparable experience
  • 3-5+ years of project administration experience on commercial construction projects
  • Proficiency with relevant software (Sage, Procore, or similar)

Skills/Abilities Required:

  • Excellent client-facing communication skills.
  • Experienced user of Procore or other Project management software.
  • Strong Interpersonal and collaborative skills.
  • Ability to work well under pressure in a fast-paced environment, high sense of urgency and ownership of work, with a demonstrated ability to manage deadlines.
  • Must be a motivated team player looking to succeed.
  • This position requires analysis, critical thinking, and the ability to provide solutions that benefit the company and projects.
  • Ability to work autonomously within the company’s policies, procedures, and standards.
  • Excellent verbal and written communication skills.
  • Excellent organizational and time management skills, able to multi-task and meet multiple deadlines.
  • Excellent people skills, managing, motivating, and disciplining if necessary.
  • Must possess a strong work ethic, be self-accountable, and be able to lead by example.

Working Conditions:

  • The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully.
  • While performing the duties, the employee must regularly use close vision to read fine print, reports, spreadsheets, summaries, and other documents in either hard copy or computer monitor.
  • Must be able to converse on the telephone and in person, use hands and fingers to write and type, prepare email messages with attached files, and use personal computers and calculators.
  • The employee will periodically need to lift and carry heavy documents such as specifications and equipment weighing up to 25 pounds.
  • Prolonged periods of sitting at a desk and working on computers.
  • Work is performed in an office environment.