Project Administration Specialist

3 days ago


Charlotte, North Carolina, United States Colt Builders Corp Full time

About the Opportunity:

We are seeking an organized and dependable Project Administration Specialist to join our team. As a Project Administration Specialist, you will provide direct support to the Regional General Manager and Project Managers with jobsite and general administrative work across their region. This role requires excellent time management skills, attention to detail, and the ability to multi-task and prioritize work.

Responsibilities:

  • Provide operational service and support to the Regional General Manager (RGM) and Project Manager (PM) of the region.
  • Familiarize yourself with various field concepts, coding, practices, and procedures.
  • Communicate effectively via phone and email, ensuring all administrative tasks are completed accurately and delivered with high quality and in a timely manner.
  • Support external customers by responding to inquiries and reporting findings.
  • Create expense reports for reimbursement.
  • Code and process invoices weekly.
  • Code and reconcile credit card statements for RGM.
  • Maintain and track tool inventory database.
  • Maintain and track equipment maintenance and locations for their region.
  • Maintain, file, and audit job-specific safety folders monthly.
  • Assist in researching and booking storage for new jobs.
  • Responsible for creating and maintaining accurate follow-up systems for pending items.
  • Ensure policies and procedures are being accurately followed.
  • Order jobsite plans, pick up plans locally.
  • Complete any other special projects assigned by the RGM.
  • Implement, update, and enforce policy, procedure, and documentation for accommodations as it relates to employees and subcontractors.
  • Handle requests for booking hotels and apartments and related accounts.
  • Track accommodations and code related invoices for Colt Office, hotels, and apartments.
  • Work with RGMs and PMs to ensure all subcontractor information is compliant and filed before a job starts.
  • Review job folders to ensure all documents are uploaded and in the proper locations.
  • Review and update Sub Payment Tracker daily and weekly to ensure non-payment to subs for non-compliant or expired insurances and/or MSAs; send to Controller.
  • Keep track of all new and upcoming jobs to stay ahead of gathering COIs and other required documents before the job starts.
  • Compare retainage balances against weekly SOVs payments to ensure they are in balance.
  • Manage and complete the enrollment of subcontractors in CCIP/OCIP programs. This includes reading the general contractor's insurance requirements for subs and complying to their standards as well as ours.
  • Review and submit the weekly SOVs for payment.
  • Track and log certified payroll for subcontractors on required jobs.
  • Prepare new hire paperwork for regional employees and subs through HR system.
  • Assist with recruitment initiatives and tasks for their region.
  • Track monthly Outlooks, log in the Smartsheet Outlook Tracker.

Qualifications:

  • Mastery of Microsoft Office (Excel, Outlook, Word, Power Point).
  • Administrative experience preferred.
  • Bilingual in English and Spanish strongly preferred.
  • Knowledge of Smartsheet & TimberScan.
  • Knowledge of Fieldwire.
  • Knowledge of Insurance and CCIP/OCIP process.
  • Excellent time management skills and ability to multi-task and prioritize work.
  • Attention to detail, creative, and encompasses problem-solving skills.
  • Excellent written and verbal communication skills.
  • Strong organizational and planning skills.
  • Experience in the field or in a related area preferred.
  • High school diploma or equivalent; college degree preferred.

Salary:$55,000 - $70,000 per year, depending on experience.

Benefits:

  • Competitive weekly pay.
  • Paid time off.
  • Life Insurance/ AD&D and Short-term disability fully covered by the company.
  • Health, Dental, Vision Plans.
  • 401k Plan with match and Roth Plan Option.


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