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Project Administrator of Redevelopment
3 months ago
**Position Overview**: We are seeking a highly organized and detail-oriented Project Administrator to join our team. Under the direction of the Vice President of Redevelopment, the Project Administrator is responsible for all phases of administrative support to the Redevelopment Department and for using discretion and good judgment in confidential matters. Responsible for Maintenance Operations team scheduling, invoicing, and meeting preparation. Prepare Construction and Work Order Contracts, ensuring compliance with contract requirements and budgets. Establish a positive, productive working relationship with employees and promote knowledge of and adherence to the Company’s Mission Statement and policies and procedures.
**Key Responsibilities**:
1. Prepare, track, and ensure execution of Construction and Work Order Contracts with internal departments and external vendors per company policy.
2. Ensure Projects are within approved budgets. Secure necessary approvals if project is over budget.
3. Ensure that contractors are in compliance with insurance, state licensing, vendor credentialing, legal requirements, owner specifications and government regulations.
4. Verifies project sign offs from all parties, updates records, initiates paperwork and follows up on request for approval of work not previously covered in the contract.
5. Processes and obtains approvals of contract change orders.
6. Create and maintain change order log. Log all contractor and subcontractor change order requests, file in appropriate SharePoint folders.
7. Establishes and updates records of all correspondence related to contract activity.
8. Monitors compliance to contract requirements ensuring all conditions are satisfied before approval of final invoice.
9. Work closely with the Director of Maintenance Operations in the scheduling and billing/invoicing for the in-house Maintenance Operations team.
10. Provide Maintenance Operations invoice tracking and follow up with properties for prompt payment.
11. Schedule and arrange meetings and prepare meeting agendas as needed.
**Qualifications and Skills**:
- High school diploma
- Minimum 2 to 3 years as Administrative Assistant/Contract Specialist.
- Prior experience in customer service.
- Good computer skills, including experience and advanced efficiency in MS Office Word and Excel.
- Knowledge of office systems and equipment. Experience in scheduling and invoicing.
- Ability to interpret, understand, review, and draft vendor contracts and amendments.
- Demonstrated functional knowledge of database entry.
- Strong oral and written skills.
- Functional understanding of data, data issues, impact of duplication and errors, and impact of invalid or incorrect data on reporting and customers.
**Benefits**:
- Competitive salary and benefits package.
- Opportunities for career growth and advancement within a dynamic property management company.
- Collaborative and supportive work environment.
If you are a motivated and well-organized professional who can manage the day-to-day office operations effectively, we encourage you to apply.
