Project Operations Specialist

2 weeks ago

Stockton, California, United States Haggerty Full time
Job Overview

Salary: $28-$32

Position Summary

The Project Administrator plays a crucial role in supporting the Project Management and Accounting teams by ensuring effective document management, record maintenance, and clear communication with Clients, Subcontractors, Vendors, and all Haggerty Construction Inc. (HCI) personnel. This position is responsible for overseeing the progress of construction projects, managing subcontract agreements and modifications, processing accounts payable invoices for subcontractors, and issuing accounts receivable billings to clients.

Key Responsibilities

Project Financial Management

  • Identify and address information gaps to ensure accurate financial management across all systems.
  • Understand budgeting, project forecasting, cost control, and profitability within the Construction Department.
  • Develop a comprehensive understanding of billing parameters for each project, focusing on subcontractor involvement and billing schedules.
  • Input project budgets and Schedule of Values (SOV) into relevant software.
  • Review and process subcontractor/vendor invoices for Project Manager approval in Procore.
  • Collaborate with Project Managers to determine which subcontractor invoices are included in monthly pay applications.
  • Create percentage-complete invoices for subcontractors in Procore to ensure accurate financial tracking.
  • Maintain professional communication with subcontractors.
  • Collect and manage California Preliminary Notices and waivers for subcontractors and suppliers.
  • Prepare monthly construction billings as requested by Project Managers, ensuring accuracy and timely distribution.
  • Follow up on the status of project receivable payments.
  • Assist in gathering any special owner requirements for billing.
  • Maintain comprehensive project-related records.
  • Identify, analyze, and resolve complex project issues.
  • Ensure confidentiality of all financial information.
  • Complete project accounting closeouts accurately, ensuring all costs and commitments are recorded.

Contract Management

  • Collect and track all job-specific subcontractor documents throughout the project lifecycle.
  • Maintain organized project folders on HCI's main server or electronic repository.
  • Audit job files for accuracy in charges and credits, ensuring clear communication with subcontractors and internal teams.
  • Generate Letters of Intent (LOI) for subcontractors as directed by the Project Manager.
  • Prepare subcontract agreements and purchase orders in accordance with bid documents and budgetary constraints.
  • Issue Change Orders under the guidance of the Project Manager.
  • Verify that executed subcontract and change order commitments are linked in the ERP system.
  • Foster positive relationships with subcontractors through proactive communication.
  • Research and process Preliminary Lien Notices prior to project initiation.
  • Maintain and update the Procore directory for both global and project-specific needs.
  • Collect and manage job-specific closeout documentation, including O&M Manuals and as-built plans.
  • Assist Project Managers with meeting preparations and accurately document meeting minutes and action items.

Support for Field Operations

  • Collaborate with Project Managers to determine appropriate cost codes for budgets.
  • Work with Project Managers, Project Engineers, and Field Supervisors to create Work Orders.
  • Process Purchase Orders for self-performing work as needed by the Field Team.
  • Coordinate material orders and delivery of temporary services for the Field Team.
  • Maintain regular communication with assigned Superintendents.
  • Review Procore documentation for accuracy and assist Superintendents in organizing information.

Reporting Structure

  • The Project Administrator reports directly to the Project Accounting Manager.

General Qualifications

  • Proficient in Microsoft Office Suite, including Outlook, Word, and Excel.
  • Familiarity with PROCORE Construction software.
  • Experience with accounting software, preferably Sage 100.
  • Ability to create and work with Adobe and/or Bluebeam PDFs.
  • Typing speed of at least 40 WPM.
  • Proficient in 10-key data entry.
  • General understanding of project contracts and change order documents.
  • Knowledge of Construction Mechanic's Lien Law and notice requirements.
  • Ability to learn and adapt to various construction types and industry standards.
  • Excellent written and verbal communication skills.
  • Strong organizational skills with the ability to manage multiple projects.
  • Attention to detail and proactive follow-up skills.
  • Ability to work independently and as part of a team.
  • Strong work ethic and professional demeanor.
  • Must be able to lift a minimum of 25 pounds.
  • Reliable transportation and a clean driving record.
  • Commitment to ongoing professional development and training.
  • This role may involve additional business-related duties as required.

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