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Preconstruction Project Administrator

3 months ago

Cleveland, United States The Brewer-Garrett Company Full time

JOB SUMMARY:

The Preconstruction Project Administrator is responsible for various clerical and administrative functions to support the deliverables of the Preconstruction Department. The Preconstruction Department is responsible for each project from its inception to its transition to our operations teams. A key function of this position is to support the turnover activities of preconstruction and the setup of a job as it moves into operations. This includes the review and reconciliation of project scope, budget, and timeline along with supporting activities, such as, subcontractor and vendor procurement, which exist on the project's critical path.

DUTIES/RESPONSIBILITIES:

  • Participate in departmental meetings; record meeting notes and team member attendance, respond to inquiries, and provide updates to preconstruction team.
  • Track all developmental and preconstruction projects
  • Provide administrative support to the Preconstruction Manager, Preconstruction Specialists, and Trade Estimators to prepare final deliverables to our sales professionals and proposal teams.
  • Coordinate preconstruction internal and external meetings, including the creation of the meeting agenda and meeting minutes
  • Reconcile and organize preconstruction job information; transition of data into Procore
  • Assist in the setup of projects in Procore; transition of project files, setup of key project roles, and the building of subcontractor and vendor database, etc.
  • Review contract documents to ensure obligations are being met for contract compliance. Examples include bonding, insurance, delivery of schedule of values, delivery of project schedules, kick off meetings, etc.
  • Assist in the setup of project financials, budgets, write ups, schedule of values, initial billing, etc.
  • Assist in the close out of any developmental or preconstruction jobs and facilitate their transition to operations.
  • Write vendor purchase orders and track their flow and status through Procore; acquire and organize required submittals and manage their approvals through Procore.
  • Write subcontract purchase orders and track their flow and status through Procore; acquire and organize required subcontract documents for a fully executable subcontract.
  • Close out preconstruction of jobs and support the successful project transition to operations.
  • Perform other duties within the scope of this role and as directed by the Preconstruction Manager.
SUPERVISORY RESPONSIBILITIES: None

QUALIFICATIONS:
  • High school diploma or equivalent required
  • Minimum 5 years in a customer service, receptionist, accounting, project management and/or administrative roles
  • Driver's license and reliable transportation for attendance at external meetings, as requested
KNOWLEDGE, SKILLS & ABILITIES
  • Understanding of basic administrative functions, including the use of computers, phones, and printers, filing, data entry, and scheduling.
  • Excellent communication skills (oral and written); must be able to effectively relay information and demonstrate ability to follow oral and written instructions; must be able to prepare professional written communications (emails, documents, etc.)
  • Must demonstrate professionalism and tact in all interactions
  • Strong interpersonal skills; ability to foster and maintain positive and productive working relationships individuals internal and external to the company; must be able to build a report with clients, subcontractors, and vendors and portray the company as a professional and dependable
  • Highly collaborative and focused on sharing details routinely and consistently with team members
  • Good organization skills with the ability to effectively manage and prioritize responsibilities with limited oversight
  • Demonstration of time-management skills and ability to complete work within the expected timeline; must demonstrate timely follow-up and follow-through on assigned tasks
  • Good computer skills; must be a proficient user of Microsoft office programs, specifically Excel and Word; must be familiar with Adobe or Bluebeam PDF; must be able to learn new programs quickly (COINS ERP+, Procore, Trimble, OAKS, Textura, SharePoint, MS Project, Planner, client systems, etc.)
  • Good analytical skills; ability to analyze data and relay information to others; ability to evaluate problems and identify resolutions within the scope of the role
  • Excellent math skills in order to prepare and/or review budget, project documents, and purchase orders
  • Ability to maintain satisfactory attendance
WORKING CONDITIONS

This position operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, filing cabinets, and printers. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
  • While performing the duties of this job, the employee will sit; stand; walk; type on a keyboard and use a computer mouse; reach or reach above shoulder; bend or stoop; climb stairs; talk; and hear. The employee must occasionally lift or move office products and supplies up to 20 pounds.
BENEFITS
  • Medical, Dental, and Vision
  • 401(k) with Employer Match
  • Employer-paid disability benefits
  • Life and Critical Care Insurance
  • HSA & FSA
  • Employee Assistance Program
  • Paid time off
  • Open-door policy
  • On-site gym
  • Collaborative culture


Apply now to find out why our Associates think that Brewer-Garrett is a great place to work

BG is proud to be an EOE and Drug-Free Workplace.

Brewer-Garrett is an equal opportunity employer, all qualified job applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.