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Project Administrator

3 months ago

Phoenix, United States McCarthy Building Full time

The Project Administrator reports to the Project Manager and is responsible for complex office support, accounting administration and reporting necessary to keep project running smoothly. Will work closely with Project Management and take on administrative functions that require a high level of responsibility. Will work in conjunction with project team in a very fast paced environment and may provide day to day direction to other administrative staff. This role requires a commute to the assigned jobsite.

Responsibilities:Certified Payroll:

  • Review and assess certified payroll reports and labor compliance documents that are submitted onto LCPtracker and the DIR eCPR website. When there are discrepancies, reach out to contractors for clarification and resolution.
  • Gather, review, and monitor certified payroll documents from internal sources and external trade partners to ensure compliance with all regulations
General Administration:
  • Answer/direct incoming calls and take messages as necessary.
  • Open and distribute all incoming mail to Project Staff and respective Division Offices and package/distribute outgoing mail.
  • Keep Project Directory, Master File Index, and Subcontractor Index updated and current.
  • Maintain filing system (Job site requirements and distribution of Division Office copies)
  • Maintain office supplies/equipment, ordering and scheduling maintenance as necessary.
  • Assist Staff in project closeout responsibilities, including archiving of files.
  • Become familiar with and utilize Field and Job Cost Procedures
  • Maintain job site filing
  • Schedule office equipment maintenance as necessary.
  • Maintain office supplies
Accounting Administration:
  • Assist Project staff with accounting and maintenance of cost reports.
  • Set up vendor accounts for the Field Office as required.
  • Process (or assist in processing) weekly payroll.
  • Assemble Monthly Pay Requests to Owner.
  • Process monthly billing from Subcontractors.
  • Assist Project staff with maintaining Project Management Database.
Reporting:
  • Produce manpower summary reports (from daily logs furnished by Superintendent).
  • Assist staff in assembling Progress Reports to the Owner.
  • Process new hire trade employees according to Policies and Procedure manual.
  • Track and maintain subcontractor and supplier records/requirements.
  • Assist staff in maintaining the Project Management Database.
Qualifications:
  • Must have 3+ years or related experience preferably in the construction industry.
  • Must be familiar with certified payroll, prevailing wage, and/or skilled and trained
  • Must have excellent computer skills and be able to demonstrate proficiency with MS Office products (Word, Excel, PowerPoint, etc.) typing 50+WPM.
  • Must be able to work in a fast-paced office environment, able to multi task, meet critical deadlines with eye for accuracy and attention to details.
  • Ability to work with all levels of project staff and organization
  • Previous Construction experience preferred
  • Experience with Oracle a plus

McCarthy Building Companies is proud to be an equal opportunity and affirmative action employer regardless of race, color, gender, age, sexual orientation, gender identity, gender expression, religious beliefs, marital status, genetic information, national origin, disability, protected veteran status, or any other basis protected by federal, state, or local law.