Project Administrator

4 weeks ago

Stockton, United States Haggerty Full time
Job DescriptionJob DescriptionSalary: $28-$32

Brief Position Description

The Project Administrator is accountable to provide support to the Project Management and Accounting teams in terms of document control, record keeping, A/P, A/R, and clear communication with our Clients, Subcontractors, Vendors, and all Haggerty Construction Inc. (HCI) team members. The Project Administrator is accountable for monitoring the progress of Construction projects, issuing subcontracts and change orders, processing A/P invoices for Subcontractors and issuing A/R project billings to Clients.  Project Administrators must diligently follow up with Subcontractors and Project Managers to ensure all documents are received and processed in a timely manner.  The minimum responsibilities for this position include, but are not limited to, the following:

 

Accountable For


Project Accounting

  • Identify information gaps and omission to check accurate management of the accounts in all operating systems
  • Understands budgeting, project forecasting, cost control, schedule, anticipated cost and project profitability in the Construction Department
  • Develop a thorough understanding of the billing parameters surrounding each project, with special emphasis on the subcontractors involved and schedules as they relate to billing
  • Enter project budgets and Schedule of Values (SOV) in software programs
  • Review and input Subcontractor/Vendor invoices for approval by Project Manager in Procore
  • Discuss with Project Manager which subcontract invoices are being billed within monthly Pay Applications or percentages complete (if invoice not received)
  • Create percentage complete Subcontractor ‘invoices’ in Procore to ensure proper financials are accounted for and follow up with subs to collect actual invoices
  • Handle all subcontractor communications in a professional and expedient manner
  • Collect and track California Preliminary Notices, Conditional, & Unconditional waivers for Subcontractors, third tier Subcontractors and Suppliers for each assigned project
  • Create all monthly construction billings per Project Managers request, ensuring accuracy and distributing final approved pay applications to Client and Lender, if applicable
  • Follow up on collection status of project receivable payments
  • Assist in collecting any special owner requirements for billing, i.e. sub lien releases
  • Maintain project-related records
  • The ability to identify, analyze and resolve complex issues within each project
  • Ability to maintain confidentiality of all financial data
  • Accurately complete accounting closeout for each project ensuring all costs are captured and commitments to subcontractors and vendors are recorded and closed in Procore

 

Contract Administration

  • Collection and tracking for current status throughout duration of projects all job specific subcontractor documents including, but not limited to executed contracts and packets, business and contractor licenses, IIPP safety policies, W-9’s and Certificates of Insurance (COI), prior to any work being performed
  • Maintaining an organized job project folder on HCI’s main server or electronic repository (Procore)
  • Auditing job files within operating systems and files for accuracy in both charges and credits as well as vetting contract language to ensure good communication to our subcontractors and internal staff are achieved
  • Generate Letters of Intent (LOI) to subcontractors under direction of Project Manager
  • Accurate preparation of subcontract agreements and purchase orders in compliance with the bid documents, budget, and estimate in HCI’s current construction management software program
  • Prepare and issue Change Orders under direction of Project Manager
  • Verify executed subcontract and change order commitments are ERP linked
  • Proactively communicate and maintain good relationship with Subcontractors
  • Research and process HCI Preliminary Lien Notices prior to starting projects
  • Maintain & update Procore directory, both global and project specific
  • Collection and tracking of job specific closeout documentation, including O&M Manuals, warranty’s and as-built plans to provide our respective Client
  • Assists Project Managers with meeting preparation and capturing accurate meeting minutes and/or action items to distribute to team


Project Administration Support with Field Team Operations

  • Work with Project Managers to determine which cost codes in budget should be utilized
  • Work with Project Manager, Project Engineer, and Field Supervisor to create Work Orders
  • Create and process all Purchase Order’s for self-performing work as Field Team needs
  • Place material orders, when needed for Field Team
  • Arrange delivery of temporary services, when needed for Field Team
  • Support and communicate regularly with each assigned Superintendent
  • Review Procore photos, daily logs, etc. for accuracy, review of duplication, and identify missing information and assist Superintendent with keeping it organized


Reports To

  • The Project Administrator reports directly to the Project Accounting Manager


General Requirements

  • Must have working knowledge of Microsoft Office programs including, but not limited to, Outlook, Word, and Excel
  • Working knowledge of PROCORE Construction software
  • Experience with accounting software  (Knowledge of Sage 100 preferred)
  • Ability to create and work with Adobe and/or Bluebeam PDF’s
  • Ability to type minimum 40 WPM
  • Ability to use 10-key data entry
  • General knowledge of project contracts and change order documents
  • Understanding of Construction Mechanic’s Lien Law rules and notice requirements
  • Ability to understand and grow experience in all types of construction and knowledge of industry practices, processes, and standards
  • Excellent written and verbal communication skills and ability to understand the same
  • Excellent listening and understanding skills
  • Must be proactive, well organized, and have a strong ability to prioritize and manage multiple projects
  • Extreme attention to detail
  • Must have excellent follow up skills, both internally and externally
  • Ability to work independently as well as part of a larger team
  • Strong work ethic, deadline driven, and a “can do attitude”
  • Must be self-motivated, punctual, and professional in both presentation, appearance, and speech
  • Able to lift a minimum of 25 pounds
  • Fluent in the English language
  • Reliable personal transportation and a motor vehicle driving record that is consistent with HCI’s and insurance carrier’s standards and policies
  • Ongoing professional development and training is highly encouraged and is tied into compensation and career advancement consideration
  • This position may be tasked with other business-related duties as necessary

  • Project Administrator

    5 months ago

    Stockton, United States Marble Palace Inc. Full time

    Job DescriptionJob DescriptionWe are seeking a Project Administrator with construction knowledge to assist in our production office. This is a full-time position with possible overtime. Flexibility in your schedule may be necessary, attendance is high priority, training available.ResponsibilitiesInput daily jobs and selections, lot and builder specific,...

  • Administrative Assistant

    1 week ago

    Stockton, United States Infinity Glass & Glazing, Inc. Full time $18 - $20

    Job DescriptionJob DescriptionWe are looking for an Administrative Assistant / Project Coordinator to join our company. Responsibilities include screening phone calls and scheduling incoming work. To be successful in this role, you should have excellent organization skills along with the ability to prioritize tasks and meet deadlines.ResponsibilitiesManage...

  • Contracts Administrator

    4 weeks ago

    Stockton, United States GrowthWise Search Partners Full time

    Job DescriptionJob DescriptionYou're an organizational master? A construction contract guru? Ready to take on new challenges (work on multiple entities, growing company) and keep leveling up your skills?Your opportunity: Contracts Administrator Contracts Administrator - Your Job Duties:You will support the demolition and environmental remediation...

  • Senior Project Coordinator

    1 week ago

    Stockton, California, United States DTE Energy Full time

    DTE Energy stands as one of the largest diversified energy firms in the United States. Our electric and gas divisions have powered homes and contributed to Michigan's advancement for over a century. As the foremost provider of renewable energy in Michigan, we are dedicated to fostering a cleaner and healthier environment for future generations. Beyond...

  • Conservation Project Manager

    3 days ago

    Stockton, California, United States CA Conservation Corps Full time

    Job SummaryThe CA Conservation Corps is seeking a highly motivated and experienced Environmental Stewardship Specialist to join our team. As a key member of our conservation team, you will be responsible for leading and managing conservation-related projects, training and mentoring young adults, and ensuring the success of our environmental initiatives.Key...

  • Assistant Project Manager

    3 months ago

    Stockton, United States Patriot Construction, Inc. Full time

    Job DescriptionJob DescriptionAs an Assistant Project Manager, you will manage activities associated with the construction of multiple projects under the direct supervision of Project Managers. Ideal candidate will be able to work independently but will work closely and report to PM’s. This position consists of majority of time spent in home office.APM...

  • QC / Project Engineer

    3 months ago

    Stockton, United States Patriot Construction, Inc. Full time

    Job DescriptionJob DescriptionJOB DESCRIPTIONPatriot Construction, Inc. is looking for a Quality Control Manager to support onsite teams managing ongoing projects.Key ResponsibilitiesAssist in preparing scoping documents, instructions to bidders and soliciting proposals from Subcontractors.Assist in coordinating & managing onsite subcontractors.Assist in...

  • University Events Project Coordinator

    1 week ago

    Stockton, California, United States University of the Pacific Full time

    Position OverviewThe University Events Project Coordinator plays a vital role within the Special Events department, assisting in the seamless execution of various university-related activities and initiatives. This position is designed for a dedicated professional who will provide comprehensive administrative and project management support to the Executive...

  • Construction Project Engineer

    1 month ago

    Stockton, United States OVERWATCH CONSTRUCTION MANAGEMENT Full time

    Job DescriptionJob DescriptionOverwatch Construction Management is seeking a full-time, on-site Project Engineer near Stockton, CA.ResponsibilitiesProvide on-site technical and administrative support to the Project Manager and SuperintendentResponsible for project document control, i.e. RFIs, submittals, change orders, etc. Organize and maintain project...

  • Administrative Operations Manager

    4 days ago

    Stockton, California, United States Hedy Holmes Staffing Services Full time

    Job DescriptionPosition: Office ManagerPay Rate: $32.00 /hourlyLocation: Stockton, CASchedule: Monday - Friday | 7:00am - 4:00pmOverview:We are looking for a proactive Office Manager to oversee a busy administrative desk in a dynamic setting. The successful candidate will demonstrate exceptional organizational and leadership capabilities, ensuring efficient...

  • Project Operations Specialist

    1 week ago

    Stockton, California, United States Haggerty Full time

    Job OverviewSalary: $28-$32Position SummaryThe Project Administrator plays a crucial role in supporting the Project Management and Accounting teams by ensuring effective document management, record maintenance, and clear communication with Clients, Subcontractors, Vendors, and all Haggerty Construction Inc. (HCI) personnel. This position is responsible for...

  • Administrative Assistant

    2 months ago

    Stockton, United States WelbeHealth Full time

    Job DescriptionJob DescriptionAt WelbeHealth, we are transforming the reality of senior care by providing an all-inclusive healthcare option to the most vulnerable senior population, while serving as a care provider and care plan to those we serve.The Administrative Assistant is a team player who "wears many hats" to provide key operational, project, and...

  • Sales Project Manager

    1 month ago

    Stockton, California, United States Generac Power Systems Full time

    Welcome to Energy SystemsWe are a leading company in industrial power solutions, specializing in sales, service, and rentals. With a strong focus on providing high-quality products and exceptional customer service, Energy Systems is proud to be one of the longest-standing Generac Industrial Distributors in the USA. As a full-service distributor, we offer a...

  • Administrative Assistant, Regional Office

    1 week ago

    Stockton, United States Aspire Public Schools Full time

    Description This position has a priority application deadline of Friday, September 6th. ABOUT ASPIRE Aspire Public Schools operates a network of high-performing, college preparatory charter schools serving TK-12 scholars in communities across California. Founded in 1998-in an effort to transform the inequitable racial, social, and gender outcomes that our...

  • Executive Administrative Coordinator

    1 week ago

    Stockton, California, United States Community Medical Centers, Inc. Full time

    Job OverviewPosition Level: SeniorLocation: Administration DepartmentCompensation: $27.32 per hourPOSITION SUMMARY:The Executive Administrative Coordinator delivers comprehensive secretarial and clerical assistance to the Chief Operating Officer (COO) and Chief Nursing Officer (CNO). This role encompasses managing correspondence, developing policies and...

  • Project Management Support Specialist

    1 week ago

    Stockton, California, United States Haggerty Full time

    Job OverviewSalary: $28-$32Position SummaryThe Project Administrator plays a crucial role in supporting the Project Management and Accounting teams by ensuring effective document management, record keeping, and communication with Clients, Subcontractors, Vendors, and all team members at Haggerty Construction Inc. (HCI). This position is responsible for...

  • Construction Project Coordinator

    1 week ago

    Stockton, California, United States DBM Global Inc Full time

    Job DetailsLevel Experienced Job Location Stockton-Office - Stockton, CA Position Type Full Time Education Level High School Salary Range $60,000 - $75,000.00 Salary Travel Percentage Negligible Job Shift Day Job Category Construction Position Overview As a key member of the DBM Global Inc. team, the Construction Project Coordinator plays a vital role in...

  • Project Management Specialist at PRO-ACCESS SOLUTIONS INC

    1 week ago

    Stockton, California, United States PRO-ACCESS SOLUTIONS INC Full time

    Join Our Team: Project Management Specialist at PRO-ACCESS SOLUTIONS INCAt PRO-ACCESS SOLUTIONS INC, we pride ourselves on being a premier provider in the automatic and commercial door sector, committed to delivering exceptional installations and project management. We are on the lookout for a skilled Project Management Specialist to enhance our vibrant...

  • Gas Transmission Project Supervisor

    1 week ago

    Stockton, California, United States PG&E Corporation Full time

    Position OverviewRequisition ID: [ID]Job Category: Maintenance / Construction / OperationsJob Level: SupervisorBusiness Unit: Gas OperationsWork Type: OnsiteDepartment SummaryThe Gas Operations team is dedicated to maintaining the safe and efficient distribution of natural gas to our clientele. This unit oversees all facets of gas distribution and...

  • Civil Construction Estimator

    1 week ago

    Stockton, California, United States Teichert Full time

    Position Overview Objective The primary aim of this position is to enhance the profitability and success of projects by delivering precise, prompt, and comprehensive estimates for Heavy Civil Construction, which encompasses underground work, grading, concrete, and paving. This role also involves providing continuous support during the construction phase of...