Project Administrator

1 month ago

Alpharetta, United States WHEELER SERVICES Inc Full time

Are you a Project Administrator looking for the next level experience?

Come and take the next step in your career with us

Wheeler Services, Inc. provides you with the opportunity to grow in one of the leading concrete construction contractors' companies in the Southeast. With more than 40 years of proven quality experience and projects released around the southeast region with satisfied customers and empowered employees. Be part of one of the 100% employee-owned company with great profit benefits.

Your best fit for this position the ideal candidate will be responsible for assisting the Project Management team by managing designated activities associated with the projects, subcontractors, and employees. This person also handles administrative tasks such as monthly progress billings, waivers, job expense allocation, and contractual documentation.

Your daily challenges and goals

* Assist the team to ensure the project documents are up to date, materials and subcontractors are approved and ready to perform the work.
* Assist the coordination of project management activities, resources, equipment, hotels and travel arrangements, and information.
* Facilitate communication among project team members, clients, subcontractors, and other stakeholders by distributing project-related information and updates.
* Sets up new jobs in the hourly record keeping tool, pull GPS info for job site, and select appropriate cost codes for each week of what work is to be done that week.
* Checks Dropbox daily, store files in appropriate folders on Shared Drive, maintain record of what Daily Reports & PTP's are submitted per Super Intendent for each job.
* Submit Daily Reports, PTPs, Toolbox to clients as requested.
* Efficiently tracks and collects project costs.
* Prepares all Lien Waivers and Sub Tier forms and send out for execution.
* Understands the billing/payment cycle for each customer.
* Organize monthly client progress billings, waivers, and any other required documents.
* Weekly Reviews project schedule and updates labor management tools accordingly.
* Prepares and sends out Per Diem report weekly for the prior week and sends to payroll.
* Maintains organization of server project folders and files.
* Supports multiline communication with management, subcontractors, and vendors.
* Meets with Project Managers on a regular basis to understand the specific needs of each job and take notes on the status of each job in preparation for monthly billing meeting.
* Follows up with Subcontractors or material suppliers to ensure proper documents are received, request what is not.
* Timely prints subcontracts, changes orders, obtains proper approvals and signatures and prepares to send out.
* Review weekly schedule to accommodate hotel for employees if needed.
* Prepare weekly report of Subcontractor's time to enter subcontractor invoices.
* Ensure all fuel card and credit card receipts are entered to reconcile monthly statement.
* Creates and maintains comprehensive project documentation, plans and reports.
* Assist in managing project documentation, including contracts, permits, drawings, specifications, and other project-related documents.
* Support project managers in developing and maintaining project schedules, monitoring milestones, and updating schedules as needed.
* Assist in procurement activities, including sourcing materials, obtaining quotes, and processing purchase orders.
* Help identify and mitigate project risks by monitoring project progress, communicating concerns to project managers, and collaborating on risk mitigation strategies.
* Support quality assurance efforts by assisting in the implementation of quality control processes and conducting inspections as needed.
* Ensure compliance with health and safety regulations and company policies on construction sites by promoting adherence to safety protocols and procedures.

What do you need to succeed in this Role?

* Bachelor's degree in business administration, Construction Management, or a related field (preferred) or equivalent work experience.
* Proven experience in project administration or coordination, preferably in the construction industry.
* Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and project management software.
* Familiar with Sage 100.
* Strong organizational skills with the ability to manage multiple tasks and priorities simultaneously.
* Excellent communication skills, both verbal and written, with the ability to interact effectively with diverse stakeholders.
* Attention to detail and accuracy in handling project documentation and financial data.
* Ability to work independently with minimal supervision and as part of a team in a fast-paced environment.
* Knowledge of construction processes, terminology, and industry best practices is a plus.

The Wheeler Team provides:

* Competitive pay
* Employee stock ownership plan
* 401(K) Plan
* Medical, dental, and vision insurance plan
* Paid life insurance.
* Paid holidays and personal time off.

We are engaged with your development and success, EEO is the law.

Wheeler Services Inc. is committed to ensuring a safe and secure work environment for all employees. As part of our standard hiring process, candidates for this position may be subject to a background check and drug test. Please note that any offer of employment will be contingent upon successful completion of these requirements.

Equal Opportunity Employer, including disabled and veterans.

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